Secretary Iv - Halifax, Canada - Saint Mary's University

Saint Mary's University

Verified Company

Halifax, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted: 31 August 2023

Posting Deadline: 14 September 2023

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

Type of Employment:
Permanent, Full-time

Group Affiliation:
Bargaining Unit 79, Group 6 ($40,116- $47,516 annually)

At Saint Mary's 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 University's success. We are currently looking to fill the position of Secretary IV to join our Faculty of Arts team.

What we offer
As a team member at Saint Mary's, 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

Job Information and Responsibilities
Under the direction of the Dean of Arts through the Dean's designate, the Secretary IV will:

Responds to general inquiries and follows up/ troubleshoots as necessary.
Schedules appointments,sets up, attends and prepares minutes of meetings, as requested.
Creates and maintains filing systems and databases; 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 logístical arrangements.
In conjunction with the appropriate individuals, organizes and coordinates visiting guests' accommodations, prepares itinerary, and produces & distributes advertising flyers or bulletins of events.
Assists Chairperson with creation of annual timetable of course offerings.
Collects teachingrelated 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 Departmental 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.).
Responsible for mail and correspondence including collecting, sorting, distributing incoming and outgoing mail and correspondence. Processes outgoing mail and prepares and manages courier packages according to national and international importing & exporting laws.
Assists in procurement needs of faculty (e.g., requisitions and Pcard purchases); reconciles departmental purchases on "pcard".
Acts as primary contact for the Departments of Philosophy and the Study of Religion for external calls. Finds appropriate person to help callers and ensure they find assistance.
Answers the telephone and greets visitors. Responds to enquiries or refers to appropriate faculty member or campus community department.

The Collective Agreement can be viewed here.

Experience and Education Requirements
To be the successful Secretary 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