Administrative Assistant PL4

3 days ago

St John's, Newfoundland and Labrador, Canada University of New Brunswick Full time

Administrative Assistant role at the University of New Brunswick, providing support to students, faculty, and staff in the Department of Social Sciences.

The Faculty of Arts at UNB Saint John champions an inclusive, accessible, and vibrant learning environment that provides students with a strong foundation in critical thinking, research and other professional skills. The Department of Social Science is a multidisciplinary department within the Faculty of Arts with the following disciplines, Education, Sociology, Communication Studies and Social Work.

**Key Responsibilities:**

  • Provide administrative support to students, faculty, and staff in the Department of Social Sciences.
  • Act as a lead point of contact for students, staff, faculty, and the general public.
  • Provide administrative support for the process of employment and payment of all student hires.
  • Work with the Chair to prepare ads and contracts for part-time faculty, complete paperwork, request computer access, assist with orientation for new faculty and/or sessional instructors.
  • Request course outlines from instructors and include in files.
  • Provide administrative support to the Chair and department members and various committees.
  • Prepare departmental paperwork including memoranda, course work, syllabi, bookstore lists, examination notices, reports, minutes.
  • Schedule appointments and meetings, prepare travel expense claims, test/exam preparation and copying.
  • Provide faculty with supplies and resources both for offices and for classroom teaching.
  • Develop and maintain paper and electronic equipment and supplies.
  • Work collaboratively with the Director of Social Work and the Field Education Coordinator (Social Work) for the timely submission of accreditation reports, including update reports and field placement reports.
  • Liaise with the Registrar's office regarding policy and procedural matters and communicate waivers, conditions, exceptions etc.
  • Oversee department operating budgets and departmental accounts. Analyze and review monthly for any anomalies.
  • Assist the department with preparing the annual timetables and review UNB calendar copy for accuracy.
  • Mediate between faculty and the appropriate university service about classroom assignment, course caps and computing services.
  • Manage course waitlists.
  • Assist with preparing materials for department curriculum.
  • Coordinate textbook orders and student opinion surveys.
  • Monitor and facilitate updates to the department websites including SharePoint.
  • Deliver/retrieve departmental mail, distribute to department members.
  • Assist faculty members in submission of research grant applications. Monitor budgets for grants and professional development accounts.
  • Provide collaborative administrative support to other Faculty departments, when required.
  • Other duties as assigned.

**Requirements:**

  • One-year diploma in Office Administration or Business is required.
  • 3 years of general secretarial and administrative experience in an office environment.
  • 1 year of directly related experience.

**Preferred Qualifications:**

  • University degree preferred.
  • High degree of proficiency with MS Office to complete varying complex documents including spreadsheets and databases.
  • Working knowledge of Content Management Systems as well as Acrobat Professional.
  • Experience with Colleague by Ellucian Enterprise Resource Planning Platforms for Universities is an asset.
  • Demonstrated ability in learning new computer platforms.
  • Demonstrated maturity and good judgment.
  • Ability to deal tactfully with faculty, students and staff
  • Ability to maintain confidentiality.
  • Demonstrated skills in problem solving, analysis and consultation.
  • Ability to handle parallel priorities and projects.
  • Demonstrated skills in interpreting and communicating policies and procedures.
  • Demonstrated ability to apply instructions and take directions, to work independently or as part of a team.

**Why Choose UNB?**

UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

**Commitment to Equity, Diversity & Inclusion**

The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve.

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