Administrative Assistant, University Secretary & Geneal Counsel

Date Posted: July 30, 2024

Posting Deadline: August 13, 2024

Department: University Secretariat

Type of Employment: Permanent, Full-Time

Group Affiliation: APC, Group 4 ($52,531 – $67,696 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 Administrative Assistant, University Secretary & General Counsel to join our University Secretariat 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
• Personal days
• Flexible Workplace
• Professional development
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the University Secretary & General Counsel, the Administrative Assistant will:

• Prepare and maintain documents of a highly confidential nature. Assists in ensuring the smooth functioning of the office.
• Work collaboratively with other staff and faculty to ensure the timely, accurate and effective delivery of services to the Board of Governors and its Committees, and to the internal legal counsel.
• Support the role of the University Secretary under the Policy on Establishing University Policies & Procedures with respect to recordkeeping and maintaining the policy repository on the University website.
• Support all the activities of the Board of Governors in relation to effective governance of the University and is responsible for the efficient and effective flow of confidential information to support business and strategic decision making.
• The position acts as recording secretary at meetings of various governing bodies, and therefore is required at times to work outside normal business hours. The position provides administrative support with respect to legal matters.
• This position requires the incumbent to be organizationally astute, above reproach, and able to maintain the complete trust of the University Secretary & General Counsel, the Board of Governors, and the executive management team.
• The position may require the incumbent to work remotely (virtually) and therefore the incumbent should be flexible and equipped to work from home in accordance with any applicable University policies.

Experience and Education Requirements

To be the successful Administrative Assistant, University Secretary & General Counsel you will have:

• Completion of a high school and relevant post-secondary education. A 2-year community college Legal Assistant/Paralegal diploma would be an asset.
• A minimum of three (3) years of directly related experience.
• Ability to maintain confidential information, excellent oral and written communication skills and the ability to take and transcribe minutes (shorthand considered an asset).
• Demonstrated experience organizing and coordinating meetings and events, professional judgement and discretion, strong interpersonal and organizational skills, and demonstrated skills using Microsoft Office (Word, Excel, PowerPoint, and Teams) are all required in this position.
• Ability to work in a fast-paced team-oriented environment and proactive work ethic.
• Must be willing to work outside of normal business hours.

Additional assets for this position include experience with Banner and University experience and/or extensive experience in an academic and/or legal setting.
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