Administrative Assistant, Dean of Arts

Position Title: Administrative Assistant Dean of Arts
Department: Office of the Dean of Arts
Position Type: Full Time Permanent
Classification: MPE Band B
Salary Range: $
Posting Date: October 28 2025
Closing Date: November 7 2025

Position Description:

The Administrative Assistant provides high-level support to the Dean by ensuring the efficient operation of the office and the smooth coordination of daily activities. This role requires exceptional organizational skills sound judgment and the ability to manage sensitive information with discretion. The successful candidate will prepare correspondence and reports coordinate scheduling and travel assist with budgets and academic processes and maintain accurate records and documentation. This position is ideal for a detail-oriented professional who thrives in a dynamic academic environment and enjoys contributing to the success of a collaborative team.

Responsibilities include:

• Communicates and interacts effectively with all levels of internal & external constituencies
• Coordinates the smooth running of the office and uses independent judgment to effectively organize prioritize and manage tasks and agenda according to deadlines
• Prepares non-routine correspondence for review/signature to include: contract letters for faculty staff etc.
• Compiles information and documentation for the Dean
• Reviews and posts high quality job advertisements for various media outlets
• Responsible for all document management within the office including the maintenance of all confidential/sensitive records and files both hardcopy and electronic
• Assists in preparing moderately complex spreadsheets as needed (budgets expenditures etc)
• Confidentially processes approvals and changes for degree programs academic appeals etc
• Provides information on academic and University policies penalties appeal processes etc
• Effectively and pro-actively reviews office processes and implements improvements
• Manages the Deans calendar which requires advanced skills in MS Outlook in researching and booking travel arrangements and in arranging complex schedules involving multiple parties under minimal direction
• Allother administrative duties as assigned by the Dean

Qualifications/Skills:

• The ideal candidate will possess at least a post-secondary diploma in a relevant area and a minimum of 5 years experience preferably working with senior level managers or executives
• The candidate must exhibit superior communication and interpersonal skills.
• Advanced skills in all MS Office components (Word Excel Outlook Power Point) are essential.
• This position may require a flexible work week during peak periods
• The ability to work well with others both internally and externally from a wide variety of backgrounds in a professional environment.

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

StFX is located in Mikmaki the ancestral and unceded territory of the Mikmaq 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 Mikmaq) 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 or .

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 todays undergraduates by providing the very best academic experience -- outstanding teaching exceptional hands-on research opportunities and global exchanges -- all within Canadas 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 Macleans annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more visit .

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 or .