Support Staff Employment Opportunity

Administrative Assistant

University Secretariat UNB Fredericton

Competition #:#135-17.18Closing Date:February 23, 2018 4:30PM
Employment Group:A.P.T.Salary or Rate:$34,757 - $43,446 per annum
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)1 Year TermFunding:University Budget


The Administrative Assistant is part of a team within the University Secretariat who are accountable for the effective governance of the University through support for the Board of Governors, Fredericton and Saint John campus Senates, their committees, and other University bodies such as executive search committees. The Administrative Assistant will provide support and is accountable to the University Secretary and the Associate University Secretary for support for day to day operations of the Office, with a particular focus on support for executive search processes.
Representative Responsibilities
·    Provide administrative support to all bodies supported by the University Secretariat, with a particular focus on executive search functions. Schedule and organize meetings. Set agendas, obtain and reproduce needed documentation and materials.
·    Maintain complete records for the bodies for which the office is responsible, and assists with the coordination and integration of Board and Senate actions, and those of other University bodies.
·    Provide advice on University regulations and policies in response to telephone and email inquiries.
·    Assist with communication to the University community and other key stakeholders with respect to search processes. Organize volume mailings, prepare material and arrange for courier delivery services.
·    Develop and maintain search committee webpages.
·    Attend search committee meetings, take notes and ensure following up actions are taken.
·    Assist with the management of the office, keeping track of the activities and commitments of the University Secretary, ensure the efficient and timely flow of business and provide support to most functions of the office.
·    Receive and draft summary reports for Senates and Board, with a high degree of accuracy while respecting confidentiality as appropriate.
·    Maintain a high degree of confidentiality with regard to personal information in the custody and control of the University Secretariat.
·    Ensure timelines are maintained and follow up actions taken with regard to executive search processes.
·    Determine individual availability for meetings, book rooms, arrange for needed audio-visual equipment, order refreshments, and make other logistical arrangements as required.
·    Perform other duties as assigned.
·    Bachelor’s degree or equivalent in post-secondary education, professional training, professional development, or a combination of all three.
·    Proven understanding of the various constituents of the University and their role in governance and decision making at the Senate, Board and Executive levels is preferred.
·    Experience in a university or similar setting, including experience with senior level search processes is required.
·    Good organizational and administrative abilities. Strong oral and written communication skills.
·    Competence in the use of a variety of computer hardware and software, e.g. Windows operating system, Word, e-mail, web editors, utilization of databases and related applications.
·    Interpersonal skills to deal with all levels of governors, administrators, faculty, staff, students, and the general public in an effective and courteous manner.
·    Ability to operate in a high-pressure environment and with a high level of attention to detail, employing discretion, diplomacy and tact. Willing to work flexible hours.  
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.


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.