Administrative Assistant IV – Accounting (Bargaining Unit 179)

Date Posted: January 6 2026

Posting Deadline: January 20 2026

Department: Sobey School of Business - Accounting

Type of Employment: Permanent Full-Time

Group Affiliation: Bargaining Unit 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 Sobey School of Business 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
• Flexible Workplace
• Holiday closure
• Summer hour schedule
• Employee Transit EPass through Halifax Transit

Job Information and Responsibilities

Under the direction of the Supervisor Administrative Support Services the Administrative Assistant IV will:

• Act as a primary point of contact for student requests and inquiries providing accurate information and effective referrals with a view to support student success and enhance student experience.
• Answer the telephone and greets visitors. Responds to enquiries or refers to appropriate faculty member/campus community department. Take messages from voicemail responds to official department and program email and fax messages as appropriate.
• Hold and distribute material for pick-up by students as required by instructors.
• Organize faculty meetings lectures seminars receptions and other special events in person or on-line including catering agenda notices etc.
• Take minutes at departmental meetings and at the request of the Chair.
• Schedule appointments and set up meetings for the Chair.
• Create and maintain filing systems and databases; organizes electronic and paper files and filing systems and ensures backup and protection of material (e.g. meeting minutes department policies etc.).
• In conjunction with the appropriate individuals organizes and coordinates visiting guests accommodations prepares itinerary and produces & distributes advertising flyers/bulletins of event.
• Assists in procurement needs of faculty (requisitions and P-card purchases); reconciles departmental purchases. Help to prepare expense reports as required.
• Provides logistical and procedural assistance to faculty instructors and visiting professors including liaison with Library EIT etc.
• Manages access to spaces and equipment in offices/meeting room/labs/study spaces for faculty instructors students and guests including end-of-access processes.
• Coordinates and schedules travel accommodation and interview schedules for candidates being interviewed for faculty positions. Prepares and distributes candidate information packages.
• Coordinates the ordering of books teaching materials reference copies and course packs.
• Collects teaching-related information from full and part-time faculty and reports as required.
• Supports the Chair and their designates in carrying out their responsibilities as outlined in the SMUFU Collective Agreement (e.g. booking meetings maintaining and preparing files used for student advising curriculum management appointments along with related files etc.).
• Manages shared department networks drives and information repositories.
• Maintains SMU internal phone directory and email distribution lists and maintains Department website
• Moderates and maintains Teams/Brightspace as required
• Provides basic services (e.g. mail reception etc.) in a backup support role for other Departments/Programs in the Sobey School of Business as required because of vacation illness leaves or other contingencies.
• Other related duties as assigned.

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 year Community College business secretarial or related course
• Minimum one year related experience.
• Technical typing.
• Working knowledge of several software packages including Microsoft Office Suite.
• Ability to handle and maintain confidential material.
• Strong organizational skills and ability to function independently and as part of a team.
• Strong communication and listening skills.
• Demonstrated ability to work under pressure.
• Working in a university environment considered an asset.
• Ability to work remotely and support faculty working remotely.
• Website and social media communication 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 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.