Administrative Assistant IV – BA Advising & Dean of Arts Office (Temporary) (Bargaining Unit 179)

Date Posted: September 21st, 2026

Posting Deadline: October 5th, 2026

Department: BA Advising & The Dean of Arts Office

Type of Employment: Contract Running to October 31st, 2027 , 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 Administrative Assistant IV to join our BA Advising & Dean of Arts Office 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
• 4% Vacation Pay
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Discounted Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Senior Academic Advisor, the Administrative Assistant IV will:

• Acts as the primary contact for all persons seeking information on or contacts with the BA Advising Centre and others in the Dean's Office.
• Greets visitors and students, assesses inquiries, responds to inquiries and/or directs to and refers to appropriate staff or faculty member, or university contact or resource.
• Responsible for mail/correspondence; includes collecting, sorting, and distributing the incoming mail andcorrespondence for the Dean's Office. Processes outgoing mail, correspondence, and courier packages. (e.g. prepare customs and other forms for international couriers)
• Creates and maintains the filing systems; organizes electronic and hard-copy files and filing systems andensures backup and protection of material (e.g. meeting minutes, policies, etc.)
• Responsible for document and word processing; generates various documents using standard software packages from handwritten/draft copies, including memos, manuals, protocol forms
• Maintains confidential materials (tests, exams, protocols, etc.)
• Facilities booking, including arranging room bookings, contacting departments and providing confirmations
• Organizes purchasing delegated by Advisors and others in the Dean's Office, and maintains appropriate records; maintains and orders office supplies and materials, as required
• Manages keys and access codes; coordinates the acquisition and return of keys, as appropriate
• Drafts letters, memos, and other documentation; proofreads documents for internal and external distribution. In particular, assists with document preparation and distribution associated with BA Advising Centre activities (e.g. reports, memo, manuals, assignments, contracts, etc.)
• Assists the members of the BA Advising Centre with booking meetings, maintaining and preparing files used for student advising, curriculum management, appointments along with related files, etc.
• In accordance with the Academic Calendar, provides front-line academic information and advice to students including, but not limited, reviewing and advising on course pre-requisites, providing advice on the required forms to complete, class withdraw processes and upcoming deadlines
• Prepares required meeting materials for student meetings with Advisors.
• Provides basic services (e.g. mail, reception, etc.) in a backup support role to the Dean of Arts Office as required because of vacation, illness, or other leave

The Collective Agreement can be viewed here.

Experience and Education Requirements

To be the successful Administrative Assistant IV you will have:

• Completion of High School diploma plus a 1 year Community College business program, or equivalent
• Minimum 1 year directly related experience
• Competency in Microsoft Office Suite
• Excellent communication and organization skills, and ability to function independently, and as part of a team
• Strong computer skills (PC and Mac)
• Demonstrated ability to work under pressure
• Ability to handle and maintain confidential material
• Working in university environment considered an asset
• Experience with SCT Banner considered an asset
• Website maintenance 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 welcome applications from women, Indigenous peoples, racialized persons/visible minorities, persons with disabilities, persons of minority sexual orientation or gender identity and others who might contribute to the growth and enrichment of our community.

All qualified candidates are encouraged to apply; however, preference will be given to Canadian citizens and permanent residents. If you require accommodations during the recruitment process, please contact Human Resources at [email protected].