Administrative Assistant PL4

Closing Date: August 30, 2024 at 4:00 PM

DEPARTMENT OF BIOLOGICAL SCIENCES: GRADUATE ACADEMIC UNIT

The Department of Biological Sciences (DBS) is an interdisciplinary department that offers 4-year BSc degrees in Marine Biology, Biology, and Biology-Psychology with options to minor in chemistry and geology. Research-based MSc and PhD degrees in Biology are offered through the department’s Graduate Academic Unit (GAU). With research expertise in a variety of fields of biology, chemistry and geology, the DBS GAU is a dynamic, vibrant unit that comprises 15 faculty members and numerous associate/adjunct members. Recent enrolments in our graduate programmes have consistently been more than 35 MSc students and 15 PhD students.

WHAT WE OFFER

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

Standard Work Hours: Mon – Fri | 8:15 am – 4:30 pm | 18 hours per week

Salary Range: $20.92 – $25.14 per hour

YOUR FOCUS

Reporting to the Director of Graduate Studies (DoGS) of the Biological Sciences Graduate Academic Unit (DBS GAU), the Administrative Assistant provides prompt and efficient administrative functions.

• Prepare paperwork such as purchase requisitions, departmental transfers, timesheets, travel claims, staff change forms, graduate student funding forms and other UNB forms.
• Assist with orientation of new faculty and graduate students.
• Act as point of contact for inquiries from students, university personnel, faculty members, and general public.
• Track graduate student funding, program progress, and maintain up to date records.
• Set up, maintain and monitor graduate student teaching assistant and graduate student research assistant paperwork.
• Liaise and coordinate with the office of the Associate Dean of Graduate Studies (SJ), Registrar’s Office, the School of Graduate Studies (SGS), Financial Services and other university units.
• Assist the DoGS with scheduling and correspondence related to thesis proposal and defence examinations.
• Assist students when preparing for their proposals and defences. Book rooms and/or create MS Teams meetings, send out announcements, prepare invitations and necessary paperwork in advance.
• Assist with the compilation, collection and ensure the timely submission of graduate student prizes and scholarship nominations.
• Track the appointment of Honorary Research Associates, Adjunct Professors and Honorary Research Professors to the DBS GAU and send advance reminders when appointments require renewal.
• Track SGS membership and associate membership of DBS faculty and send advance reminders when renewal of membership is required.
• Maintain the DBS GAU website and filing systems.

WHAT YOU BRING

• Certificate or diploma in post-secondary in office administration or a related field.
• 3 years related experience.

Additional Strengths

• Experience in a university environment would be an asset.
• Familiarity with UNB central service platforms such as CRM Recruit, Colleague, SharePoint, Astra, D2L Brightspace, and the Cascade Content Management System would be an asset.
• Strong organizational skills.
• Excellent interpersonal skills for interaction with faculty, staff, students and public.

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