Administrative Assistant PL4

Closing Date: August 14, 2024 at 4:00 PM

DEPARTMENT OF HISTORY & POLITICS
The Faculty of Arts at UNB Saint John champions an inclusive, accessible, and vibrant learning environment that provides students with a strong foundation in critical thinking, research and other professional skills. Small class-sizes afford students the opportunity to receive close mentorship from and collaborate with faculty who are engaged in a diversity of research projects; including work that spans the public, private and non-profits sectors allowing students to build networks within Saint John and beyond. The Department of History and Politics is a multidisciplinary department within the Faculty of Arts consisting of classics, history, and politics, and course offerings allow students to do a double major focusing on Indigenous history and politics.

WHAT WE OFFER

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

Standard Work Hours: Shift Work | Variable Hours |18 hours per week

Salary Range: $20.92 – $25.14 per hour

YOUR FOCUS

Reporting to the Chair of History & Politics, the Administrative Assistant is responsible for providing day-to-day administrative functions of the Department. The Administrative Assistant provides ongoing support to students, department chair and department members. This position must prioritize and organize tasks appropriately between competing needs and is responsible for tracking budgets, handling financial matters and confidential personnel files.

• Act as the lead point of contact for students, staff, faculty, and the general public.
• Provide administrative support for employment and payment of all student hires.
• Work with Chair to prepare ads and contracts for part-time faculty, complete paperwork, request computer access, assist with orientation for new faculty and/or sessional instructors.
• Request course outlines from instructors and include them in files.
• Provide administrative support to the Chair and department members and various committees.
• Prepare departmental paperwork including memoranda course work, syllabi, bookstore lists, examination notices, reports and minutes.
• Schedule appointments and meetings, prepare travel expense claims, test/exam preparation and copying.
• Provide faculty with supplies and resources both for offices and for classroom teaching.
• Develop and maintain paper and electronic equipment and supplies.
• Work collaboratively for the timely submission of accreditation reports, including update reports and field placement reports.
• Liaise with the Registrar’s Office regarding policy and procedural matters and communicate waivers, conditions, exceptions, etc.
• Oversee the departmental operating budgets and departmental accounts. Analyze and review monthly for any anomalies.
• Assist the departments with preparing the annual timetables. Review the UNB calendar copy for accuracy.
• Mediate between faculty and the appropriate university service about classroom assignments, course caps, and computing services.
• Manages course waitlists.
• Assist in preparing materials for the department curriculum.
• Coordinate textbook orders and student opinion surveys.
• Monitor and facilitate updates to the departments’ websites including SharePoint.
• Deliver/retrieve departmental mail and distribute it to department members.
• Assist Faculty members with the development and submission of research grant applications. Monitor budgets for grants and professional development accounts.
• Provide collaborative administrative support to other Faculty departments, when required.
• Other duties as assigned.

WHAT YOU BRING

• One-year diploma in office administration or business.
• 3 years of general secretarial and administrative experience in an office environment.
• 1 year of directly related experience.

Additional Strengths

• A university degree is preferred.
• Highly proficient in the use of various MS Office suite of software programs to complete varying complex documents, spreadsheets, and databases.
• Working knowledge of Acrobat Professional and Content Management Systems.
• Experience with Colleague by Ellucian – Enterprise Resource Planning platforms for universities, an asset.
• Demonstrated ability in learning new computer platforms.
• Demonstrated maturity and good judgment.
• The ability to deal tactfully with faculty, staff, and students and to maintain confidentiality.
• Demonstrated skills in problem-solving, analysis and consultation.
• Ability to handle parallel priorities and projects.
• Demonstrated skill in interpreting and communicating policies and procedures.
• Demonstrated ability to apply instructions and take direction, to work independently and as a part of a team.

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.

CANADIAN UNION OF PUBLIC EMPLOYEES – LOCAL 3339 (CUPE)
This position is part of the CUPE Local 3339 and falls under the CUPE 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.

University of New Brunswick