Support Staff Employment Opportunity

Assistant Senate Secretary & Projects Coordinator

Office of the Vice-President & University Secretariat UNB Saint John

Competition #:#084-17.18Closing Date:October 11, 2017 4:30pm
Employment Group:A.P.T.Salary or Rate:$41,672 - $52,090
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)ContinuingFunding:University Budget


The Assistant Senate Secretary portion of this position works with the Secretary of the Saint John Senate who together are accountable for the effective support of the Saint John Senate and of its committees.
The Projects Coordinator portion of this position is accountable for project development and management as assigned by the Director of Special Projects and/or Vice President Saint John. Projects will generally be one-off initiatives or have campus-wide implications involving coordination with several units.
Representative Responsibilities
·    Work collaboratively with the Secretary of the Saint John Senate on all matters related to the functioning of the Saint John Senate. Act as recording secretary for Senate and its committees, prepare and draft minutes.
·    Advise and brief the Secretary of Senate on matters relating to Senate. Provide advice to the Saint John Senate and Committee chairs on routine matters of regulations and procedure, composition and membership.
·    Perform Senate-related duties with independent judgment and initiative, drafting minutes and reports, and taking follow-up action where required.
·    Identify, gather, research, compile and disseminate relevant information.
·    Understand Senate, policy, procedure and academic program regulations.
·    Coordinate, manage and provide leadership, when appropriate to projects, initiatives and events on behalf of the Vice-President’s Office.
·    Develop strategies for project and event management; identify tasks to be completed and facilitate the practical implementation of projects, events and initiatives.
·    Schedule and organize meetings, events and retreats for the Vice-President’s Office, coordinating all logistics.
·    Develop plans and strategies for carrying out assigned projects, identify tasks to be completed, set deadlines, liaise with departments and individuals to ensure that objectives are met and oversee project completion.
·    Assist with the implementation of procedures for election of faculty members and students from the Saint John campus to the Senate.
·    Update Senate and VP websites, Maintain filling systems and other records for the Senate and VP’s offices.
·    Update and make revisions to the Saint John Senate handbook.
·    Undertake confidential communications with members of senior administration, Senate members and other members of the University community and external community.
·    Other general administrative duties as assigned.
·    Bachelors degree required, or equivalent in post-secondary education and professional development.
·    5 or more years of administrative/policy experience in a university or institutional environment, or significant direct involvement in University organizations and an excellent understanding of the University’s mission and of the academic and administrative planning and decision making process.
·    Sound knowledge of Senate and University structures and functions, policies, procedures and practices.
·    Must have analytical, interpretative, evaluative and problem solving skills
·    Ability to carry out functions with minimal supervision.
·    Good Organizational and administrative skills; personal integrity and ability to evoke trust; superior oral and written communications skills; minute taking ability.
·    Ability to work with a variety of computer programs (MS Office suite, cms, acrobat, etc.)
·    Interpersonal skills to deal with all levels of administration; ability to work in a high-pressure environment with attention to detail.
·    Work independently, fulfill assigned tasks, meet critical deadlines, be adaptable and flexible, act with discretion, diplomacy and tact.
** To be given consideration for this competition, you must demonstrate how, when and where you acquired the requirements outlined for this position. Your resume must present education and work experience in chronological order, with work experience detailed in both months and years, and whether it was part-time or full%u2011time**


For more information, please contact:

UNB Fredericton
Human Resources Room 102
Physics & Admin. Building
Fax: 506-453-4611

UNB Saint John
Financial & Admin. Services
Room 114/115, Oland Hall
Fax: 506-648-5714

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.
Applications will be accepted ONLY until the end of regular business hours on the closing date.