Administrative Assistant

Job summary

Manage calendars, meetings, travel, project documentation, training materials, records, and communications with community partners and internal stakeholders. Support expense tracking, invoice processing, basic financial reporting, and compliance with administrative policies and procedures.

Job details

Position Details Position Information Position Title Administrative Assistant Research Project Department/Unit Psychology and Neuroscience Location Halifax, Nova Scotia, Canada Posting Number S327-26 Employee Group NSGEU Local 77 Position Type Term Duration of Contract (if applicable) March 31, 2029 Employment Type Part Time Full-time Equivalency (FTE) 0.5 Salary $27.60-$34.94 per hour ($46,645 - $59,042 per annum based on 16.25 hours per week, prorated to $23,322 - $29,521 per annum for 0.5 FTE) Classification C5 Provisional Statement This is a provisional classification. Formal regular review classification procedures may be initiated at any time by the incumbent or supervisor after the incumbent has worked a minimum of six months in the role. About Dalhousie University Dalhousie University is Atlantic Canada’s leading research-intensive university and a driver of the region’s intellectual, social and economic development. Located in the heart of Halifax, Nova Scotia, with an Agricultural Campus in Truro/Bible Hill, Dalhousie is a truly national and international university, with more than half of our almost 21,000 students coming from outside of the province. Our 6,000 faculty and staff foster a vibrant, purpose-driven community, that celebrated 200 years of academic excellence in 2018. Job Summary Dalhousie University’s Clinical Psychology PhD Program and the Dalhousie Centre for Psychological Health ( CPH ) provide evidence-based mental health care to Nova Scotians while supporting graduate training and research. Supporting the federally funded Dalhousie in Community with Community initiative, reporting to the Health Outcomes Scientist/Research Lead and Co-Director, the Administrative Assistant provides administrative support through scheduling, document management, stakeholder communication, travel and workshop coordination, and reporting activities. Key Responsibilities Manage calendars, schedule meetings, and coordinate travel arrangements and logistics to support training, education, service delivery, and other departmental activities. Prepare, organize, and maintain project documentation, training materials, reports, and correspondence to support program and operational requirements. Assist with data entry and maintain accurate records, databases, and filing systems, ensuring information is current, complete, and readily accessible. Support communication and collaboration with community partners, internal teams, and stakeholders, facilitating effective information sharing and coordination of activities. Assist with expense tracking, invoice processing, and basic financial reporting, ensuring accurate financial records and supporting budget monitoring activities. Coordinate with the CPH administrative team to ensure adherence to organizational policies, procedures, and administrative processes while supporting the efficient delivery of programs and services. Note The successful applicant will be eligible for hybrid work (combination of in-person work on campus and remote work from within Nova Scotia) as agreed by all parties based on operational requirements and university guidelines. Required Qualifications Administrative Professional program with one to two years’ experience in an administrative or office support role (or an equivalent combination of training and experience). Familiarity with MS Office Suite and virtual meeting platforms. Strong organizational and time-management skills. Excellent written and verbal communication. Ability to work independently and handle sensitive information confidentially. Assets Experience working with diverse populations and rural communities. Job Competencies The successful candidate is expected to demonstrate proficiency in Dalhousie’s core competencies, in particular: Self-Awareness & Professionalism Integrity Respect & Inclusion Adaptability Knowledge & Thinking Skills 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 2SLGBTQIA+ 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. For more information, including details related to our Employment Equity Policy and Plan and definitions of equity-deserving groups please review our Employment Equity information. If you require any support for the purpose of accommodation, such as technical aids or alternative arrangements, please let us know of these needs and how we can be of assistance. Dalhousie University is committed to ensuring all candidates have full, fair, and equitable participation in the hiring process. Our complete Accommodation Policy can be viewed here . Posting Detail Information Number of Vacancies 1 Open Date 10/09/2026 Close Date 10/19/2026 Open Until Filled No Special Instructions to Applicant Quick Link for Direct Access to Posting https://dal.peopleadmin.ca/postings/22231

What you’ll do

Manage calendars, meetings, travel, project documentation, training materials, records, and communications with community partners and internal stakeholders. Support expense tracking, invoice processing, basic financial reporting, and compliance with administrative policies and procedures.

Requirements

Requires completion of an Administrative Professional program and one to two years of administrative or office support experience, or an equivalent combination of training and experience. Candidates should be familiar with MS Office and virtual meeting platforms and demonstrate strong organizational, time-management, communication, independent-work, and confidentiality skills.

Benefits

• Defined Benefit Pension Plan
• Health Insurance
• Dental Insurance
• Health Spending Account
• Employee and Family Assistance Program
• Tuition Assistance Program

Listed skills

• Data entry · Preferred
• Financial Reporting · Preferred
• Time management · Preferred
• written communication · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Meeting Scheduling
• Travel Coordination
• Document Management
• Data Entry
• Records Management
• Database Management
• Stakeholder Communication
• Expense Tracking
• Invoice Processing
• Financial Reporting
• Organizational Skills
• Time Management
• Written Communication
• Verbal Communication
• Confidentiality

Job areas

• Administrative
• Science & Research
• Healthcare
• Education

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