Administrative Secretary

at  Dalhousie University

JOB SUMMARY

The Mechanical Engineering accredited program at Dalhousie University provides a well-blanced technical and experiential education to undergradaute and graduate students. The Mechanical Engineering Department, through its faculty members, research engineers, and graduate students, also does leading research in the areas of materials, controls, thermofluids and energy, and solid mechanics. Reporting to the Department Administrator, the Administrative Secretary will provide support to faculty, staff, and students in the Department of Mechanical Engineering.

REQUIRED QUALIFICATIONS

• Business/office administration program with three to five years’ related work experience (or equivalent combination of training and experience).
• Demonstrated experience in maintaining accurate records, prioritizing, coordinating workflow and functioning at a high level of productivity without supervision.
• Excellent communication and organization skills as well as the ability to work as a team and independently.
• Ability to accomplish goals and problem-solving under pressure and time constraints.
• Proficient computer and internet skills (MS Office Suite, internet search engines, email software, etc.) and ability with using online team communication applications (Teams, Planner, etc).
• WHMIS and associated safety training is required but can be provided once employed.

• Coordinate the daily office activities of the Department.
• Provide administrative support to the Department Head, Department Administrator, Graduate Coordinator, Undergraduate Coordinator, and Co-op Coordinator.
• Act as a resource and administrative support for faculty, staff, graduate students, and undergraduate students in the department.
• Provide support to the Department’s academic programs, assist with academic timetable submissions and edits, arrange defenses, maintain graduate student files, and enter and collate data.
• Prepare and format a wide range of documents and materials, ensure office equipment and department space is maintained, manage access and keys to space.
• Liaise with other administrative and academic units throughout the Faculty and University.