Academic Administrative Assistant

Position Title: Academic Administrative Assistant

Department: Human Kinetics

Position Type: Full Time

Classification: NSGEU Band 3

Salary Range: $34,889 – $42,606

Posting Date: August 1, 2024

Closing Date: August 12, 2024, at 1:00 PM AST

Position Description

StFX is a top-ranking Canadian university, and we are seeking an energetic and organized professional to provide high quality administrative support to the Human Kinetics Department. The successful candidate will provide administrative support to the Department Chair and faculty.

Key Responsibilities

• Responsible for document management within the office, including the maintenance of all records and files, both hardcopy and electronic relative to the Chair.
• Assists Chair with student registration.
• Uses all MS Office programs to create, edit, and issue a variety of electronic documents and hard copy, including moderately complex spreadsheets as needed (budgets, expenditures, car rentals, etc).
• Assists Chair with processing and monitoring expense claims.
• Supports the faculty and staff with coordinating key requests, office identifiers, maintenance, and cleaning requests.
• Assists the Chair with managing dates/calendar events in the administrative calendar.
• Books classroom spaces in university software as requested by faculty and staff.
• Responds to inquiries from students, faculty, parents, the public, the University community, other educational institutions, and external organizations in a timely manner, with accurate information, using the appropriate means (e.g., personal contact, telephone, postal or electronic mail). Where necessary, refers inquiries to the appropriate department or faculty or staff member.
• Updates information for the relevant Department website as needed.
• Coordinates the smooth running of the office and uses independent judgment to effectively organize, prioritize and manage tasks and agenda according to deadlines.
• When required, prepare department or program meeting minutes and agenda.
• Provides accurate information to internal and external clients on relevant processes, policies, and guidelines, etc
• Effectively and pro-actively reviews office processes and implements improvements.

Qualifications

• The ideal candidate will possess at least a post-secondary diploma in a relevant area and have a minimum of 2 years’ experience in office environments
• The candidate must be able to work independently in a fast-paced environment
• The candidate must be willing to learn and use new technologies
• The candidate must exhibit superior communication and interpersonal skills
• The candidate must have excellent organizational skills
• Advanced skills in all MS Office components (Word, Excel, Power Point) are necessary
• The ability to work effectively and professionally with students, faculty, and staff from a wide variety of backgrounds is essential

To apply for this opportunity, click the “Apply Now” button and upload your cover letter, resume and references.

StFX is located in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People.

Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi’kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact People and Culture at hr@stfx.ca or 902-867-5038.

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates by providing the very best academic experience — outstanding teaching, exceptional hands-on research opportunities, and global exchanges — all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean’s annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. For more information visit www.townofantigonish.ca or www.visitantigonish.ca.

St. Francis Xavier University