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Graduate Secretary

Position Details

Position Information

Position Title Graduate Secretary
Department/Unit Planning
Location Halifax, Nova Scotia, Canada
Posting Number S368-23
Employee Group NSGEU Local 77
Position Type Regular, On-Going
Duration of Contract (if applicable)
Employment Type Full Time
Full-time Equivalency (FTE) 1
Salary $23.70 - $30.06 per hour ($40,061- $50,808 per annum, 32.5 hours per week)
Classification C5
Provisional Statement
This is a provisional classification. Formal classification procedures will be initiated by the Job Design Unit in approximately six months.
About Dalhousie University
Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018.
Job Summary
The School of Planning is located within the Faculty of Architecture and Planning at Dalhousie University. The School of Planning offers a professional planning education to students from Canada, the United States and abroad. Reporting to the Director of the School of Planning, the Administrative Secretary, Graduate Program provides support for the graduate programs in the School of Planning, as well as offers support for general activities of the School and faculty members.
Key Responsibilities
  • Maintain a good working knowledge of the School of Planning, its programs, Faculty of Architecture and Planning, and pertinent University policies and regulations in order to respond to a wide variety of deliverables and inquiries from students, faculty, program coordinators, and administrators via email, telephone and in-person contact.
  • Assist Graduate Program Coordinator with all matters related to the graduate programs, including admissions, calendar changes, timetable, and updating program, course, and enrollment information on university-wide electronic records systems.
  • Communicate with, and provide guidance to, students and prospective students from the admissions process through to convocation.
  • Prepare data, statistical analysis, and reports about graduate program, including student enrollment, retention, registration, performance, and job placement, as requested.
  • Process travel expense claims, check requisitions, and other support for financial compliance and record keeping.
  • Provide general office administration – provide reception by phone and in person, handle mail and courier packages, order office supplies, and prepare letters, memos, and other documents.

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications
  • Business/Office Administration diploma with approximately 3-5 years’ related experience (or an equivalent combination of education and experience).
  • Excellent communication (verbal and written), customer service and interpersonal skills.
  • Strong attention to detail, problem solving and organizational skills, and ability to multi-task in a deadline driven environment.
  • Demonstrated ability to work both independently and in a team environment.
  • Proficiency in MS Office suite (Outlook, Excel, Word).
  • Experience with Dalhousie systems (Brightspace and Destiny).
Job Competencies
Additional Information
Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.
Application Consideration
Bargaining unit employees (NSGEU local 77) are given priority consideration and will be notified on the status of their application following assessment. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or Human Resources.
Diversity Statement
Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous persons (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. For more information, please visit
Posting Detail Information

Number of Vacancies 1
Open Date 09/18/2023
Close Date 10/03/2023
Open Until Filled No
Special Instructions to Applicant
Quick Link for Direct Access to Posting

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents
  1. Résumé / Curriculum Vitae (CV)
Optional Documents
  1. Cover Letter