Administrative Coordinator

24 hours ago

Saint John, New Brunswick, Canada University of New Brunswick Full time


Discover
The Opportunity

Closing Date: February 4th, 2026 at 4:00 PM

FACULTY OF SCIENCE, APPLIED SCIENCE & ENGINEERING
The Faculty of Science Applied Science & Engineering is comprised of five departments with approximately 60 full time continuing and term faculty members, 11 staff and approximately 15 Contract Academic Employees Annually.

WHAT WE OFFER

Full-time | Continuing | Saint John | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $50,245 - $68,479 per annum

YOUR FOCUS

Reporting to the Dean of the Faculty of Science, Applied Science and Engineering, the Administrative Coordinator is responsible for administrative functions of a complex and confidential nature, requiring independent judgment, initiative and discretion based on a thorough knowledge of the administrative structure of the University and the Collective Agreements. This is the sole administrative support position in the Dean's office and coordinates all administrative tasks, including budgeting.

Act as first point of contact for students who are reaching out to the Dean's office, utilizing initiative and proactive judgment to address questions, handle urgent situations and provide proper direction.Maintain the Dean's schedule by making appointments, organizing meetings, and booking travel arrangements.Prepare reports and correspondence including Faculty Council packages, attend and act as recording secretary at Faculty Council, and any other committees/meetings as directed by the Dean, including search committee meetings.Ensure all items and motions passed at Faculty Council are directed accordingly and follow up on implementation.Advise the Dean and faculty on UNB policies and procedures related to administration.Coordinate timetable submissions with departments and curriculum items to ensure timely submissions.Ensure submission deadlines for all awards and funding competitions that require Dean's approval are met.Monitor all budgets within the Dean's office.Prepare journal entries, budget entries, travel claims, personal reimbursements, purchase requisitions, hospitality forms, open account forms and petty cash claims.Manage PCard purchases effectively and responsibly.Review and verify all financial documents requiring Dean's approval for accuracy and conformity to policies and procedures.Advise Dean on UNB polices and procedures related to budgets, finances and procurement.Complete year end reconciliation of accounts.Coordinate the administrative process for recruitment activities for faculty hires, process hiring forms, complete job postings, etc.Advise CAE's with multi-year appointments when a stipendiary teaching assignment becomes available.Coordinate the administrative process for assessments of full-time faculty for reappointment, promotion, tenure and sabbatical leaves.Track and provide notification for renewable term appointments.Train and support administrative assistants, provide advice and guidance on university policies and procedures.Oversee the Let's Talk Science outreach program including hiring the coordinators, ensuring outreach activity is taking place and liaising with National office.

WHAT YOU BRING

Certificate in Office Administration.Minimum 3 years of administrative experience preferable in a University environment.

Additional Strengths

Bachelor's degree is an asset.Ability to maintain composure and professionalism at all times.Ability to maintain a high level of confidentiality and discretion.Ability to work independently in a busy office environment with frequent interruptions and changes.Proficient in Microsoft Office.Experience working with Colleague is an asset.Ability to handle parallel priorities and projects.

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  • A little bit about us
    University of New Brunswick

The University of New Brunswick employs more than 3,200 full- and part-time staff, including faculty, support staff and students. UNB values people and we have proudly been named as one of Canada's Top 100 Employers for 2025 and one of Atlantic Canada's Top Employers for 2024.

UNB is situated on the unceded territory of the Wolastoqiyik and Mi'kmaq peoples along the banks of the beautiful and bountiful Wolastoq river, a region recognized worldwide for its natural beauty. UNB is a comprehensive university with a long history of excellence in teaching and research.



Are you interested?
Work With Us

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.

ADMINISTRATIVE, PROFESSIONAL AND TECHNICAL GROUP (APT)
This position is part of the non-union Administrative, Professional and Technical (APT) group.

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, Indigenous 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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