Executive Assitant (Faculty Administrative Officer)

Closing Date: November 10, 2024 at 4:00 PM

DEPARTMENT

Faculty of Computer Science is Canada’s first faculty of Computer Science. With an accredited co-op program and world expertise within arm’s reach, it aims to promote innovation to lead the digital transformation in all areas of life. As New Brunswick’s strongest research faculty, the department through its centres and labs bridges the gap between industry and academia, while leading the digital revolution in all aspects of life. The department also hosts research groups and conferences and collaborate with partners in other universities, industries and institutes.

WHAT WE OFFER

Full-time | Continuing | Fredericton | Hybrid

UNB is committed to ensuring employees can maintain a healthy work-life balance. As such, we are proud to support a hybrid work approach, which includes flexible hours and work-from-home options.

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

Salary Range: $53,301 – $72,644 annum

YOUR FOCUS

Reporting to the Dean of Computer Science, Executive Assistant serves as a point of contact by linking employees, internal departments, industry and students. The position manages and implements initiatives for a wide range of diverse and difficult situations.

• Provide exemplary direction to the Faculty of Computer Science and the Dean with high degree of discretion, diplomacy and confidentiality.
• Manage processes related to recruitment, hiring, organization, orientation and training to new employees including new faculty members and management of support staff positions with the Faculty of Computer Science.
• Direct and oversee the supervision of personnel, which includes work allocation, training, promotion, enforcement of internal procedures and controls, and problem resolution.
• Evaluate performance, establish standards, oversee adherence to office policies and procedures, monitor workload and productivity and make recommendations for personnel actions.
• Assign and monitor clerical, administrative and secretarial responsibilities for office/administration staff.
• Coordinate office staff activities to ensure efficiency and effectiveness in workflows and internal processes.
• Plan, coordinate, execute and manage new projects, programs and initiatives, and collaborations within UNB and with external stakeholders.
• Lead and guide the design, establishment, and maintenance of the organizational structure and manage staffing requirements to effectively accomplish the faculty’s goals and objectives.
• Manage communication on behalf of the Faculty in coordination with UNB Communications and UNB Marketing.
• Perform, review and analyze the developments in special projects and keep the Dean properly informed.
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications.
• Provide financial leadership within the Faculty by leading development of budget submissions, providing financial advice and reporting; leading improvement of financial processes; and by assisting the Dean in the financial component of strategic planning and growth.
• Responsible for ensuring Faculty financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.
• Assign and Maintain Contract Academic Employees and Faculty Stipends.
• Ensure invoicing/funding claims are processed to the Federal Partners – e.g. ACOA and PETL (Analyzing, Collecting and extracting all data for these claims).
• Manage the Dean’s Office task schedule and the Dean’s calendar.
• Plan and execute Faculty events.
• Comprehend the Faculty and staff collective agreements, University policies and procedures and maintain and coordinate official files with those of the Vice-President Academic.
• Supervise nominations and voting for various Faculty committees.
• Chair committees as assigned by the Dean.
• Coordinate and assist in preparing NSERC applications, contract proposals, etc. for the Dean and professors within the Faculty.
• Manage and monitor various conferences, workshops and courses offered through the Faculty to ensure that all are handled in an efficient and timely manner.
• Manages workload allocation and course schedule for the Dean
• Manage, maintain and update databases on undergraduate, graduate enrolments, transfer applications, coop students, etc. to ensure that statistics are accurate and readily available.
• Design and implement records management systems for the Faculty and ensure security, integrity and confidentiality of data.
• Design and implement office policies and procedures.
• Handle student inquiries and complaints.
• Other duties assigned by the Dean.

WHAT YOU BRING

• An undergraduate degree or diploma in Business Administration with a focus in accounting.
• A minimum of 10 years of progressive administrative experience is required with extensive knowledge of computer applications, accounting procedures, and proven ability to work independently under pressure in a professional and mature approach.
• Knowledge of financial accounting software in a University setting would be an asset.
• A combination of education and professional experience may be considered.

Additional Strengths

• Demonstrated supervisory experience in an office setting.
• Demonstrated, superior oral and written communication skills, exemplary sense of tact, diplomacy, and professionalism.
• Strong analytical capability and ability to improve work practices to achieve desired results and support productivity.
• Strong communication skills – both verbal and written.
• Willingness to assume new tasks in an active research and development environment.
• A positive and eager attitude that will bring energy to the Faculty.
• Ability to take a consultative approach to management.
• Ability to build positive working relationships and leverage cross-functional collaboration.
• Knowledge of collective agreements and university policies and procedures would be considered an asset.
• Proficiency in Microsoft Office (365).
• Comfort level with learning and using new software packages, including PowerPoint, graphics packages, Photoshop, and desktop publishing.

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