Secretary IV – Management Department, Sobey School of Business

Date Posted: July 5, 2024

Posting Deadline: July 19, 2024

Department: Sobey School of Business

Type of Employment: Permanent, Full-time

Group Affiliation: Bargaining Unit 179, Group 6 ($43,410- $51,418 annually)

At Saint Mary’s University, you will be surrounded by a talented and dedicated team of professionals committed to accessibility, diversity, and the provision of a positive and supportive learning environment. We recognize the importance of the contribution and growth of each individual in the University’s success. We are currently looking to fill the position of Secretary IV – Management Department to join our Sobey School of Business team.

What we offer

As a team member at Saint Mary’s, we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• Flexible working environment
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Chair of the Management Department, the Secretary IV – Management Department:

• Acts as a primary point of contact for student requests and inquiries, providing accurate information and effective referrals, with a view to support student success and enhance student experience.
• Answers the telephone and greets visitors. Responds to enquiries or refers to appropriate faculty member or department.
• Takes messages from voicemail, responds to official department and program email and fax messages, as appropriate.
• Organizes faculty meetings, lectures, seminars, receptions and other special events, in person or on-line, including catering, agenda, notices, etc. plus provides similar support to students and student societies as requested by the Chair.
• Takes minutes at departmental meetings at the request of the Chair.
• Schedules appointments and sets up meetings as required for the Chair
• Manages shared department networks, drives and information repositories.
• Maintains SMU internal phone directory, physical signage, and email distribution lists.
• Edits and maintains the Department website and social media.
• Assists Chair by organizing files and forms for various processes.
• Assists Chair to prepare annual budget forms through the VENA system, monitors budget expenditures.
• Assists with document delivery including posting, printing, copying, and distribution as requested.
• Creates and maintains bulletin board displays.
• Distributes and posts advertisements and posters for special events.
• Compiles, edits, prints, and distributes handbooks and other resource materials for faculty and students.
• Provides basic services (e.g., mail, reception, etc.) in a backup support role for other Departments/Programs in the Sobey School of Business as required because of vacation, illness, leaves, or other contingencies.

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Secretary IV, Management Department, you will have:

• Completion of High School plus one year Community College business, secretarial, or related course and minimum one-year related experience.
• Technical typing.
• Working knowledge of several software packages including Microsoft Office Suite.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Ability to work remotely and support faculty working remotely.
• Working in a university environment considered an asset.
• Website and social media communication experience an asset.

Application Details

Apply for this opportunity online using our online application system through Career Beacon. Click on “Apply Now” and complete all required information fields. Qualified candidates should submit the following with their application:

• Resume
• Cover Letter
• Three Professional References

Late applications may not receive consideration. We appreciate all applications and note that only candidates selected for an interview will be contacted. No telephone calls please.

At Saint Mary’s University, equity and diversity are integral to excellence and enrich our community. As an institution committed to fostering an environment of inclusion and respect, we encourage all qualified candidates to apply; however, preference will be given to applicants who self-identify as Black/African Nova Scotians, Indigenous peoples, racialized persons/visible minorities, persons with disabilities and women. If you require accommodations during the recruitment process, please contact Talent Acquisition at hr@smu.ca.

Saint Mary’s University