Administrative Assistant – Academic Divisions

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The Opportunity

Assistant to the Academic Chairs and Directors

• Provides assistance to the Academic Chairs and Directors, offering guidance and confidential support to meet the objectives of the University.
• Drafts correspondence and prepares confidential documents on behalf of the Chairs and Directors.
• Keeps Chairs and Directors appraised of any academic matters, policy updates, academic reporting deadlines, etc.
• Provides secretarial and administrative support for Chairs and Directors, including scheduling appointments, arranging and attending meetings, compiling detailed meeting minutes, and general office operations. This may include coordinating divisional events - scheduling, hiring catering, and booking appropriate event space.
• Ensures consistency in communication and availability of documentation in the transition of new faculty to the role of Chairs and Directors. Collects and identifies agenda items for divisional meetings, follows up on deferred items and action items.
• Maintains filing system for Chairs and Directors, specifically the Chairs and Directors SharePoint site.

Administrative Duties

• Creates and maintains meeting schedules between any academic unit (review committee) undergoing self-study, external review, or curriculum development with the Academic Administrative Lead.

• Develops and maintains an excellent filing system to coordinate record-keeping for each program (major) and the program information disparately held by various offices, including but not limited to: quality assurance documentation, audit sheets, articulation agreements, etc.

• Ensures permanent records are maintained and updated within the OAAR and for each program (major) as records relate to academic units' decisions, new/updated policies and motions, and operational documentation.

• Liaises with Senate committees and the Senate Secretary to ensure efficient passage of information and motions.

• Hires and schedules models for classes. Maintains a list of models. Ensures instructors are aware of responsibility for timesheets.

• Liaises with MFA Director on behalf of undergraduate programs in the assigning of teaching assistants.

• Related bachelor's degree or diploma in Office Administration, Business Administration, or a related field is required.
• A minimum of three years of administrative experience is required.
• An equivalent combination of education, training, and experience may be considered.
• Administrative experience in a post-secondary or academic setting is preferred.
• Demonstrated ability to design, implement, and improve administrative systems and processes is required.
• Demonstrated independent judgment and initiative in managing time, prioritizing tasks, and making decisions is required.
• Proven ability to manage a high volume of work, competing priorities, and multiple deadlines is required.
• Exceptional verbal and written communication skills are required.

NSCAD University and Halifax are in Mi'kma'ki, on the ancestral and unceded territory of the Mi'kmaq Nation. NSCAD University is committed to reconciliation and to building respectful relationships with Indigenous peoples and with the African Nova Scotian communities that have been enriching this region for 400 years. As a small school with three urban campuses, and programs across a range of fine arts, craft, design, and media arts, NSCAD University is an incubator for talent and an active contributor to the arts scene in Canada's fastest-growing city. Since 1887, NSCAD has been a leader in visual arts education in Canada, with distinguished alumni building careers all over the world.

Applications should be sent via the CareerBeacon website. Applications should include a cover letter and detailed CV.

Deadline for applications: The University will begin considering applicants on August 31, 2026. We appreciate all applicants, however only those selected to move forward in the competition will be contacted. This position is being advertised internally and externally concurrently. Bargaining unit employees for NSGEU Local 82 are given first consideration. We appreciate all applicants, however only those selected to move forward in the competition will be contacted.