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Office Coordinator

Position Details

Position Information

Position Title Office Coordinator
Department/Unit Human Resources
Location Halifax, Nova Scotia, Canada
Posting Number S225-24
Employee Group DPMG
Position Type Term
Duration of Contract (if applicable) 1 year
Employment Type Full Time
Full-time Equivalency (FTE) 1
Salary $48,593 - $61,380 per annum
Classification ADM-03
Provisional Statement
This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role.
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 Dalhousie Human Resources department is committed to a vision where employees are engaged, supported, and inspired to achieve excellence at Dalhousie University. Reporting to the Executive Assistant and Operations Manager, the Administrative Assistant provides administrative support and reception support to the unit.
Key Responsibilities
  • Provide reception support for Human Resources, acting as first point of contact for visitors and staff.
  • Responsible for answering incoming telephone calls and emails to HR, mail/courier, room bookings and maintain inventory and office supplies for both offices (Room 150 & Room 21).
  • Investigate information relevant to the grievance file, compile grievance file eliminating duplicates. Track relevant dates and prepare annual reports.
  • Working with the Senior Communications Advisor to maintain the Employee Groups and Unions SharePoint page (uploading updated documents, salary scales etc.), maintaining / updating the non-competition letters template repository.
  • Oversee logistics including room booking for the Collective Bargaining process, correspondence related to the process and scheduling with Union and University Team.
  • Consolidating boxes of pension files from early years, including ensuring contents are properly identified, and location recorded. Reviewing death files to ensure there are copies of death certificates included.
Note
Due to operational requirements, the successful applicant is required to work in-person on campus.
Required Qualifications
  • Diploma in Business/Office Administration program with approximately 3 years’ related experience (or equivalent combination of training and experience).
  • Proficiency in MS Office applications (Word, Excel) and database systems.
  • Excellent communication skills and ability to organize workload.
  • Ability to work independently and multi-task in a deadline driven, team environment.
Assets
  • Experience using Banner, SharePoint/One Drive databases.

Job Competencies
The successful candidate is expected to demonstrate proficiency in Dalhousie’s core and leadership competencies (https://www.dal.ca/dept/leaders.html), in particular:

- Self-Awareness & Professionalism
- Respect & Inclusion
- Adaptability
- Knowledge & Thinking Skills
- Service
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
Applications from current university employees and external candidates are assessed concurrently. Current university employees will be given special consideration.

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 Peoples of Turtle Island (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. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please visit www.dal.ca/hiringfordiversity
Posting Detail Information

Number of Vacancies 1
Open Date 07/09/2024
Close Date 07/18/2024
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