Administrative Assistant IV – Department for the Study of Religion and Department of Philosophy

Date Posted: September 5 2025

Posting Deadline: September 19 2025

Department: Department for the Study of Religion and Department of Philosophy Faculty of Arts

Type of Employment: Permanent Full-time

Group Affiliation: NSGEU Local 179 Group 6 ($43410 - $51418 annually)

At Saint Marys 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 Universitys success. We are currently looking to fill the position of Administrative Assistant IV to join our Faculty of Arts team.

What we offer

As a team member at Saint Marys we are proud to offer many benefits. Some of these include:

• Competitive compensation
• Comprehensive benefits package
• Defined Contribution Pension plan
• Vacation
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Under the direct supervision of the Administrative Assistant to the Dean of Arts or delegate the Administrative Assistant IV provides secretarial and administrative support to the Department for the Study of Religion and the Department of Philosophy including the Chairpersons full and part-time faculty and other personnel with links to departmental activities.

The Administrative Assistant IV:

• Responds to general inquiries and follows up and troubleshoots as necessary.
• Schedules appointments and sets up meetings as requested.
• Attends meetings and prepares minutes as requested.
• Creates and maintains filing systems and data bases; organizes electronic and paper files and filing systems and ensures backup and protection of material (e.g. meeting minutes and department policies).
• Assists in organizing and coordinating activities or events seminars and other events including catering agendas notices and logistical arrangements.
• In conjunction with the appropriate individuals organizes and coordinates visiting guests accommodations prepares itinerary and produces & distributes advertising flyers or bulletins of events.
• Accesses BANNER and related online services for student information (e.g. class lists) and other reports relevant to Departmental operations.
• Assists Chairperson with creation of annual timetable of course offerings.
• Collects teaching-related information from full- and part-time faculty members and reports as required.
• Takes initiative to organizing a calendar of regularly occurring events and follows up with Department Chairs.
• Supports the Chairs/Coordinators and their designates in carrying out responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings maintaining and preparing files used for student advising curriculum management budget management appointments along with related files etc.).
• Provides support to the Chairs for the hiring of part time instructors (e.g. posting advertisements with CUPE handling applications preparing contract recommendations compiling files for submission to Deans Office and organizing three-year reviews).
• Provides support to the Chairs for hiring of Teaching Assistants.
• Prints faxes photocopies distribute documents for full- and part-time faculty members honours students and research assistants linked to the Department.
• Manages office or lab keys and building passes and maintains key inventory log; collects keys and building passes at end of employment or contract term.
• Provides basic services (e.g. telephones mail and reception) in a backup support role for other Department or Programs in cases of vacation illness or other leaves as required by the Faculty of Arts.
• Acts as a liaison between Philosophy the Study of Religion and the Deans Office in relation to administrative matters.

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 plus one (1) year Community College business course or equivalent
• Minimum one (1) year related experience or equivalent.
• Working knowledge of several software packages including Microsoft Suite.
• Website maintenance experience an asset.
• Ability to handle and maintain confidential material/information.
• Cross cultural working experience preferred.
• Strong organizational skills and ability to function independently and as a part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Working in a University environment is considered an asset.
• Ability to work in a virtual environment as required.

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 Marys 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 emailprotected.