Administrative Assistant

Overview

Administrative Assistant Jobs in Halifax, Canada at Dalhousie University

Job Summary

The College of Pharmacy includes undergraduate and graduate programs with a mission to enhance health and wellness through pharmacy education, research and community service. Reporting to the Administrative Manager, the Practice Experience Program Administrative Assistant organizes and manages administrative functions of the Practice Experience Programs (PEP).

Key Responsibilities

Supports student fieldwork site placement process. Prepares site requests and submits to PEP Coordinator for review. Communicates with existing/identified sites. Tracks placements and liability insurance information. Organizes and maintains a range of site-related data and documentation.

Coordinates and tracks site visits for quality assurance purposes. Ensures timetable entries and course enrolments are correct for PEP. Completes reports from data from the site visits to meet accreditation standards.

Distributes PEP materials to students. Collects, tracks and stores student documentation required for placements. Verifies student licensing requirements with provincial pharmacy regulatory authorities are met and students fulfill site-specific onboarding requirements, contacting students as required.

Ensures student submission of all required assessment and evaluation materials and follows-up with students as needed.

Serves as a general support to students including providing information regarding policies, timelines, requirements, assessment tools, resources.

Answers general site and preceptor questions. Redirects queries to appropriate PEP team member as required.

In a back-up capacity (breaks, lunches, vacation, etc.) performs College of Pharmacy reception duties. Assists other administrative staff in back-up capacity and during occasional peak periods.

Note

Due to operational requirements, the successful applicant is required to work in-person on campus.

Required Qualifications

Business/Administrative Professional diploma with approximately three years’ related experience (or equivalent combination of training and experience).

Demonstrated strong communication (verbal and written) and interpersonal skills.

Proven ability to work independently, with strong organizational and prioritization skills, and adaptability to change in technology, scheduling, and systems.

Demonstrated ability to seek, analyze and evaluate information and situations appropriately to make informed decisions and take appropriate actions across complex situations.

Proficiency in MS Office (Word, Excel, Access, and PowerPoint) with the demonstrated ability to learn new programs.

Assets

Experience with content/course management systems.

Knowledge of or work in a university setting.

Job Competencies

The successful candidate is expected to demonstrate proficiency in Dalhousie’s competencies, in particular:

– Self-Awareness & Professionalism
– Respect & Inclusion
– Knowledge & Thinking Skills
– Communication
– Service

Additional Information

Dalhousie University supports a healthy and balanced lifestyle. Our total compensation package includes a defined benefit pension plan, health and dental plans, a health spending account, an employee and family assistance program and a tuition assistance program.

Application Consideration

Non-probationary bargaining unit employees (NSGEU local 77) are given priority consideration. All other applications will be considered when there is no qualified candidate from the bargaining unit.

We sincerely appreciate all applications and note that only candidates selected for an interview will be contacted directly by the hiring department or People and Culture.

Diversity Statement

Dalhousie University commits to achieving inclusive excellence through continually championing equity, diversity, inclusion, and accessibility. The university encourages applications from Indigenous Peoples of Turtle Island (especially Mi’kmaq), persons of Black/African descent (especially African Nova Scotians), and members of other racialized groups, persons with disabilities, women, persons identifying as members of 2

SLGBTQIA+ communities, and all candidates who would contribute to the diversity of our community. In accordance with our Employment Equity Policy, preference will be given in hiring processes to candidates who self-identify as members of one or more of the equity-deserving groups listed above.

Title: Administrative Assistant

Company: Dalhousie University

Location: Halifax, Canada

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