Administrative Assistant

2 weeks ago

Island View, Canada University of New Brunswick Full time

Closing Date: April 30, 2024 at 4:00 PM

Department of Biology

The Department of Biology is the largest unit in the Faculty of Science with 29 Faculty, 9 support staff, approximately 81 graduate students and a large number of undergraduates.

WHAT WE OFFER

Full-time | Continuing | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 7:45 am - 4:00 pm | 36.25 hours per week

Salary Range: $22.68 - $26.33 per hour

YOUR FOCUS

Reporting to the Administrative Assistant PL5, the Administrative Assistant PL4 will manage many operational tasks in the department and interact with faculty, staff, and students regularly.

  • Act as initial contact for the department and respond to inquiries in-person, via email, and by telephone.
  • Liaise with external agencies regarding operational tasks for Biology.
  • Collaborate with internal units and departments on various projects and day-to-day tasks.
  • Maintain the Flora of New Brunswick book stock and database. Handle orders, invoices, and deposits.
  • Receive purchase requests, place orders, and receive packages.
  • Process courier shipments. Receive, sort, and process mail.
  • Maintain lobby bulletin boards, update directory regularly, manage departmental notifications.
  • Create, manage, and maintain accurate emails lists for communications from the department.
  • Review and approve timesheet submissions for term and hourly employees.
  • Ensure that timesheets are received and entered on time.
  • Order, issue, and maintain department keys. Update key database as necessary.
  • Liaise with Capital Planning & Operations for key cutting and lock repairs or changes, as required.
  • Maintain and order office supplies.
  • Assign and maintain photocopier access codes.
  • Compile Bailey Hall classroom schedules for each term and book rooms as required.
  • Other duties, as required.

WHAT YOU BRING

  • Post-secondary diploma or certificate in a related field.
  • 1-3 years of experience in an office setting in an administrative role.

Additional Strengths

  • Ability to use Microsoft Office Suite, including Excel, Work, Outlook, and Teams.
  • Experience using UNB applications, as well as familiarity with UNB Policy and Procedures, would be an asset.
Additional Information

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.

SECRETARIES, ACCOUNTANTS, LIBRARY ASSISTANTS AND CLERKS (SALAC)

This position is part of the UNIFOR, Local 4504 employee group and falls under the SALAC Collective Agreement.

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. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada.

We thank all who apply; however, only those selected for an interview will be contacted.

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