Employment Opportunities

Administrative Assistant


Administrative Assistant

Job Purpose:

Reporting to the Administrative Officer of the Canadian Centre for Vaccinology (CCfV), the Administrative Assistant provides administrative and communications support to CCfV and ongoing research studies.


The Administrative Officer is responsible for facilitating internal and external communications and functions relating to human resources. This includes but is not limited to developing operational plans and materials, writing reports, participation on CCfV committees, employee recruitment, internal policy development, and employee relations. The Administrative Officer is also a key liaison with institutional partners at Dalhousie University, the IWK Health Centre, and the Nova Scotia Health Authority on administrative issues, generally focused on HR.



  • Oversee the day to day operations of the administrative team and delegate work and projects accordingly
  • Develop and prepare documents, which may include internal/external reports, correspondence, special applications, internal policies, SOPs, and templates
  • Support CAO with implementation strategies and activities pertaining to the CCfV Strategic Plan
  • Support CAO with special projects; such as process improvements and resource allocation
  • Support CAO in managing internal and external stakeholder relations
  • Advise the Director and CAO on employee relations and internal communications
  • Facilitate the hiring process at CCfV; including preparing job postings, conducting interviews and reference checks, lead orientation/on-boarding for new staff
  • Develop and update policies, job descriptions, and salary scales as required
  • Facilitate performance appraisals and monitor ongoing performance management in collaboration with team managers
  • Advise team managers on issues relating to employee performance, salaries, and staffing requirements
  • Oversee the orientation of new staff, including facilitating institutional security requirements and preparing necessary employment documents
  • Prepare sensitive correspondence and maintain employee documentation/files
  • Assist and support Investigators with administrative related issues when required
  • Administer CCfV HRIS (Replicon) in collaboration with the CAO and CCfV Finance Manager

Skills, Knowledge, Education and Experience:

  • Expert knowledge of institutional Human Resources policies for Dalhousie University, IWK Health Centre, and Nova Scotia Health Authority
  • Able to establish and maintain positive working relationships with others, both internally and externally
  • Excellent communication and interpersonal skills; able to speak, listen, and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques
  • Ability to work cooperatively and effectively with others to set goals, resolve problems and make decisions that enhance operational effectiveness; ability to provide proactive solutions
  • Demonstrate a high level of time management skills and decision-making skills in regards to project deadlines and milestones
  • Demonstrate strategic and critical thinking skills
  • Highly organized and able to multi-task when needed
  • Ability to work successfully both independently and with a project team
  • Strong leadership skills required

Minimum Qualifications:

  • Bachelor’s degree education in Human Resources, Administration, Business or social sciences field (a combination of experience and other undergraduate degree may be considered)
  • Working knowledge of and demonstrated experience in supporting human resource management of an organization
  • Strong problem-solving and leadership skills are required
  • Demonstrated Management/supervisory experience
  • Demonstrated excellent oral and written communication skills
  • Demonstrated experience in project management
  • Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, MS Project) required
  • Experience writing and editing various communications material such as reports, governance documents, policies and SOPS

If you are interested in this position, you can apply through Dalhousie University here: https://dal.peopleadmin.ca/postings/2773