Administrative Assistant

Closing Date: August 2, 2024 at 4:00 PM

Faculty of Engineering

The Faculty of Engineering consists of five Departments delivering seven undergraduate programs in: Chemical Engineering, Civil Engineering, Electrical Engineering, Geological Engineering, Geomatics Engineering, Mechanical Engineering and Software Engineering, all accredited by Engineers Canada. It also delivers an Engineering Physics program, a Diploma in TME and Bachelors in Geomatics. The Faculty delivers graduate programs at the masters and doctoral levels within each Department and a Masters of Engineering in TME. The Faculty of engineering is also very actively engaged in research that is sponsored by external granting agencies and industrial contracts. The Faculty is located on the Fredericton campus within the Head Hall Complex and Enterprise 1, 2 and 3 buildings. The Faculty has long term plans to expand the size and scope if its academic programming, both research and learning programs. This position provides close administrative support to the Dean and Associate Deans of Engineering in managing short-term and long-term projects of importance to the Faculty and the University.

WHAT WE OFFER

Full-time | Continuing | Fredericton | On-Campus

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

Salary Range: $48,900 – $66,646 per annum

YOUR FOCUS

Reporting to the Dean of Engineering, Reporting to the Dean of Engineering, the Dean’s Administrative Assistant provides close administrative support to the Dean as well as Associate Deans and Assistant Dean of Engineering in managing the long term and short term projects of importance within the faculty.

• Provide administrative support to the Dean.
• Manage the organization of the Engineering Design Symposium.
• Coordinate Communication between Engineering departments and programs and various UNB Administrative Offices including the Offices of the Provost and Associate Provosts, People & Culture, Financial Services, Research Institutes, Integrated Technology Services, UNBSJ in the coordination of general faculty business.
• Coordinate faculty conferences, seminars, and symposia including budgeting and HR functions for these events.
• Work with the Dean to prepare the annual Faculty Budget.
• Maintain, organize, and monitor financial records.
• Create and process purchase orders and work orders.
• Manage and monitor faculty accounts.
• Manage and monitor trust accounts.
• Coordinate and manage the annual faculty assessment process.
• Coordinate and advise on faculty processes such as hiring, sabbatical leaves and Chair searches.
• Handle confidential matters regarding both faculty, staff and students.
• Hiring of stipends, GSTAs and UGTAs for Engineering courses.
• Advertise positions and prepare payment forms etc.
• Coordinate meetings for the Dean or Associate Deans with various contacts outside of the academic community.
• Other Duties as assigned.

WHAT YOU BRING

• A University Degree in Business Administration or a related field.
• A minimum of 5 years of experience in an administrative role or a related field.

Additional Strengths

• Experience in a university or government environment is a definite asset.
• Previous experience in finance and accounting is considered an asset.
• Knowledge of bookkeeping/accounting is considered an asset.
• Knowledge of UNB systems would be an asset.
• Experience with Office 365 products.
• Ability to work effectively with minimal supervision.
• Ability to prioritize tasks and meet tight deadlines.
• Excellent administrative and organizational skills.
• Excellent interpersonal and communication skills.

Are you interested?

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, 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.

University of New Brunswick