Departmental Assistant

Reporting to the Dean of Humanities and Dean of Social Sciences, the Departmental Assistant provides administrative, secretarial, and clerical support for all faculty members in the Journalism, Math, and Fine Arts programmes. The departmental assistant also provides support for the Dalton Camp Endowment and Irving Chair in Journalism.

Hours of work: Full-Time (35 hours per week); Monday to Friday; 8:30 a.m. – 4:30 p.m.

Term: Permanent

Classification/Level: Band 1

Closing Date: Wednesday, July 24, 2024

Responsibilities

General

• Keep up-to-date schedule of class hours; schedule meetings and circulate agenda and minutes, as required.
• Assist faculty members with preparation of course materials which includes photocopying materials for distribution to students.
• Act as receptionist, answering the telephone, relaying messages, and dealing with faculty, visitors and students.
• Distribute incoming mail; organize outgoing mail, couriers, faxes, etc.
• Assist with timetable data entry.
• Maintain supplies in photocopy room. Call for service when required.
• Prepare email lists of students in each discipline (FNAR, JOUR, COPP, DIGM). Format for ease of access by faculty.
• Prepare individual class lists upon request.

Financial

• Process student time sheets.
• Process purchases and payments for invoices and reimbursements.
• Maintain up-to-date budgets with supporting documents.
• Compile and submit course fee lists to Financial Services (September and January).

Special Events Organizing

• Reserve venue.
• Order catering.
• Advertise event to STU and Fredericton communities.
• Organize A/V and technical support.
• Set up room/seating (Facilities).
• Attend events to ensure details are adhered to.

Tenure-Track Hiring Activities

• Prepare Itinerary.
• Contact AVP, AVP-R, HR Director and Dean for availability.
• Book rooms for research talk, teaching demo, interview and lunch.
• Reserve accommodation.
• Book travel.
• Request title of Research Talk.
• Advertise Research Talk.
• Purchase lunch tickets or order catered lunch.
• Organize Eduroam log in for candidates.
• Send itinerary PDF to candidate and participants.
• Send candidate applications to AVP, AVP-R, HR Director and Dean.
• Prepare paperwork for reimbursement of all expenses.

External Review Support

• Prior to site visit, assemble necessary documents as requested by Chair.
• Work with Dean’s office to organize itinerary for site visit.
• Book room for meetings.
• Confirm meetings with VPA, Deans, Chair, Faculty, and students.
• Organize campus tour (include HIL).
• Order catering and/or meal tickets.

FNAR Support

• Book piano tuner regularly.
• Update and maintain MMH 101 on-line calendar with FNAR classes and planned events.
• Post practice room sign-up sheet each Monday morning.
• Confirm that there are ample codes available for practice room for academic year.
• Provide practice room codes to students.
• Provide support for Symphony NB: reserve recital room for performances, circulate their promo material to STU and external communities, help set up chairs, ensure that chairs are stacked, and floors are cleaned (if necessary) each morning after performance (Facilities).
• Liaise with local arts communities.
• Assist with Musical Theatre production: print/fold programs, sell tickets at door, distribute programs.
• Order ‘production’ license.
• Return all production scores/materials to Music Theatre International.

Dalton Camp Endowment

• Coordinate the annual Dalton Camp Lecture which includes liaising with CBC Ideas staff and organizing meetings between the lecturer and journalism students.
• Send letter of understanding (from VPA) sent to Dalton Camp Lecturer to be signed and returned.
• Once date is set, reserve: Venue, Security (facilities), and IT technician (to be available for CBC setup and during lecture)
• Book travel.
• Book accommodation at Crowne Plaza.
• Prepare honorarium for DCL – need SIN and address.
• Distribute/post posters three weeks in advance.
• Frame one poster to hang on MMH 4th floor – Joy of Framing.
• Contact facilities to hang poster.
• Framed poster given/mailed to DC Lecturer.
• Poster displayed outside venue on evening of lecture and also on stage.
• Announce event to STU community, Faculty and JOUR students two weeks in advance.
• Send out reminder one week in advance.
• Organize private reception after lecture.
• Book venue for reception (DOB Study Lounge).
• Order catering for reception.
• Invitations to private reception sent out two weeks in advance.
• Place “closed” signs on all Study Lounge Doors a few days in advance.
• Ask DCL which of his/her books they wish us to sell.
• Contact UNB Bookstore to sell books.
• Contact Journalism students re: two volunteers to distribute programs. If no one available, Departmental Assistant will distribute programs.
• Contact someone to do opening remarks.
• Check with Department Chair about workshops or class presentations.
• Ask facilities to put two black leather chairs and small coffee table on stage of venue.
• Water and glasses on podium and coffee table.
• Submit paperwork for DCL to be reimbursed expenses.

Irving Chair in Journalism

• Obtain copy of signed contract from VP’s Office.
• Obtain copy of bio and CV from Chair and send to Communications.
• Book travel.
• Rental car may be requested. Prepare PO for parking pass.
• Book accommodation.
• Contact Facilities re: office space (desk, chair, file cabinet and two guest chairs).
• Contact Facilities for: name plate for door (name Irving Chair in Journalism), phone line, photocopier access code, keys
• Contact IT to request a computer, login info and email (check with HR).
• Prepare office supplies to be put in office (include staff directory, Fredericton Tourism info, Journalism program info).
• Before Chair’s arrival, send email providing his/her STU email address and password, photocopier code, phone number, office number (location) and mailing address of university.
• Organize lecture: once date is set, reserve: venue, security, IT technician
• Distribute/post posters two weeks in advance.
• Announce event to STU forum, Faculty and JOUR students two weeks in advance.
• Send out reminder one week in advance.
• Contact Journalism students re: two volunteers to distribute programs.
• Ensure water and glasses are on podium.

Qualifications

• Graduate of a recognized, relevant, community college or university program combined with a minimum of two years of experience in a professional, automated office environment, or an equivalent combination of education and experience.
• Knowledge of administrative practices and processes relating to academic departments.
• Experience in using word processing and spreadsheet programs.
• Good communication and interpersonal skills.


St. Thomas University