Fulltime Administrative Assistant

Administrative Assistant
Research Project
Department/Unit
Medical Education Program - NB
Posting Number
NSGEU Local 77
Duration of Contract (if applicable)
Full Time
Full-time Equivalency (FTE)
26.73- $33.84 per hour ($48,651 - $61,582 per annum, 35 hours per week)
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.
The main administrative office is located on the UNB Campus in Saint John. Reporting to the Director of Operations, the Administrative Assistant is responsible for providing administrative support to the Senior Associate Dean, the Assistant Dean Clerkship, the Assistant Dean PreClerkship, Chief Operating Officer, Director of Operations, and other members of the leadership team. The Administrative Assistant is the main liaison for the Senior Associate Dean’s office and interacts with the university, hospital, government officials, faculty, staff, students and other stakeholders.
Provide administrative support to DMNB leadership, managing calendars, correspondence, meetings, travel, records, and day‑to‑day office operations with discretion and sound judgment.
Coordinate meetings, events, and appointments, including room bookings, agendas, materials, minutes, catering, audio‑visual requirements, and follow‑up, ensuring alignment with priorities and governance requirements.
Serve as the primary point of contact for students, staff, faculty, and external stakeholders, responding to inquiries, triaging requests, and ensuring professional and confidential communications.
Assist with the planning and delivery of special events, ceremonies, site visits, and promotional activities, coordinating logistics, vendors, timelines, materials, and expense tracking.
Provide general clerical and operational support, including confidential student correspondence, financial reconciliations, system administration (e.g., SharePoint, DalMedix, One45), facilities requests, recruitment support, and cross‑coverage as required.
Business or Administrative Professional program with five years’ experience at administrative secretarial level (or an equivalent combination of training and experience).
Experience supporting senior academic or healthcare leadership in a complex organizational environment.
Ability to work independently and collaboratively in a fast‑paced academic or healthcare environment, while effectively managing workload, multitasking, and meeting multiple competing deadlines.
Proven experience managing complex calendars, meetings, and travel arrangements, with strong records management and document control skills, including the handling of confidential files.
Advanced skill level with Microsoft Office (Excel, Word, PowerPoint, SharePoint) and experience taking minutes of meetings.
Assets
Experience handling financial reconciliations or expense tracking
Demonstrated ability to support committees and governance structures, including agenda preparation and accurate minute‑taking
Familiarity with enterprise or academic systems (e.g., SharePoint or comparable platforms)
Respect & Inclusion
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.
Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.
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
If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here .