Administrative Assistant, History and Classics

Position: Administrative Assistant

Department: Department of History and Classics

Position Type: SEIU Administrative Assistant 3, Full-time

Date Posted: August 26, 2024

Application Deadline: September 3, 2024 at 11:59PM

Competition #: 24-37-AU

Salary: $45,191 per annum (SEIU Administrative Assistant 3). Salary increases to $50,371 following successful completion of 6-month probation period.

Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 3 weeks vacation increasing with years of service, university paid holidays including winter break closure.

Responsibilities

• Acadia seeks a full-time Administrative Assistant in the Department of History and Classics to provide administrative support for all departmental activities. The Administrative Assistant will manage initiatives that support the Department Head, faculty, and students while ensuring the effective and efficient workflow and operation of the Department. This also includes supporting the Acadia MIA Mission and the Department of Defence MIA/POW Accountability Agency annual field school.
• The History and Classics Department is part of the Faculty of Arts, and as the Administrative Assistant, you are the sole support for organizing, coordinating, and performing a wide variety of administrative functions.
• You will interact with faculty members and students (both current and prospective), parents of students, and the public, as well as have significant contact with the Dean of Arts Office, Office of the Provost & Vice President Academic, Financial Services and Registrar’s Office. Challenges arising must be handled in a discreet and co-operative manner.
• Duties will include:

• Respond to calls and email inquiries as appropriate. Inquiries are frequent regarding course registration/options and academic regulations.
• Provide advice to students and assist them with course choices and program requirements, registration, and timetable scheduling. As well as monitor student records to ensure they have all their requirements.
• Financial responsibilities such as tracking expenses and assisting with budget preparation.
• Consult with faculty for scheduling of all courses/timetables to ensure a balanced schedule; online exam scheduling, grade recording, and managing grade change approval, all in conjunction with the Registrar’s Office.
• Maintenance of the department’s website and social media accounts, preparation of reports, calendar management and scheduling meetings for the Department Head.
• Assist the Dean of Arts Office with Experience Acadia Days, advising and registering new incoming students.
• Other administrative support duties as needed.

Qualifications

• Completion of a post secondary program in either office or business administration, combined with related work experience is required.
• Excellent verbal and written communication skills, with proven experience delivering a high level of client service.
• Demonstrated strong analytical skills and ability to work to a high level of accuracy, maintain confidentiality, and be flexible to regularly changing priorities are necessary.
• Advanced financial and budget experience, with demonstrated ability to reconcile accounts in a detailed and timely manner.
• Manage and maintain a professional office both physically and electronically.
• Applicants must be highly proficient in the use of Microsoft Office applications. Experience with database management is necessary; familiarity with the Colleague database would be an asset.
• Web and social media presence management would be an asset.
• Familiarity with Acadia’s academic programs and administrative procedures is an asset.
• Experience using the Colleague database would be an asset.

For further information or to request a detailed job description, please contact Keilani Tupper at keilani.tupper@acadiau.ca.

Are you interested?

TO APPLY: Internal candidates (members of SEIU Local 2) must apply by September 3, 2024. Applications from external candidates are also encouraged; however, consideration is dependent upon result of internal competition. To apply for this opportunity, click on the “Apply Now” button and upload your cover letter, resume, and professional references. Internal candidates (members of SEIU Local 2) should also upload a job posting application form.

Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.

The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.

The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact keilani.tupper@acadiau.ca.

Acadia University