Support Staff Employment Opportunity

Administrative Assistant PL4

Department of History & Politics/Social Science UNB Saint John

Competition #:#081-17.18Closing Date:October 4, 2017 4:30pm
Employment Group:C.U.P.E.Salary or Rate:$18.00 - $22.22 Per Hour
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)Term Until June 30, 2018Funding:University Budget

Additional Notes

Note: Applications will be accepted from any qualified candidates including current employees who may wish to consider a temporary assignment.


This position is responsible for providing the day-to-day administrative functions of the department of History & Politics, and the department of Social Science, and reports directly to the chairs of these respective departments. The administrative assistant provides ongoing support to students, chairs, department members, and must prioritize and organize tasks appropriately between competing needs within two departments. The position includes responsibility for keeping track of budgets, handling financial matters and confidential personnel files.
Representative Responsibilities
·    Act as lead point of contact for students, faculty members, contract academic instructors, university personnel, and the general public. 
·    Provides administrative support for the process of employment and payment of various student positions. Work with the Chairs to prepare ads and contracts for part-time faculty, complete paperwork, request computer accesses, assists with orientation for new faculty, term and/or sessional instructors.
·    Develop and maintain paper and electronic filing systems. 
·   Work collaboratively, with direction from the Administrative Coordinator for the Dean, Faculty of Arts, for the timely submission of timetables, student prizes, grants and scholarship nominations, and to meet contractual requirements for part time faculty job postings. Request course outlines from instructors and include in files. 
·    Liaise with the Registrar’s Office regarding policy and procedural matters.
·    Administration of the departmental operating budgets and departmental accounts. 
·    Assist the departments with preparing the annual timetables for Fall/Winter and Spring/Summer, and review UNB calendar copy submissions to the Office of the Registrar for accuracy
·    Mediates between faculty and the appropriate university service with regards to classroom assignment course caps, and computing services.
·    Assist with preparing materials for departmental program curriculum.
·    Coordinate student opinion surveys for each class taught by a member of the departments.
·    Coordinate Research Ranking exercises and Quality Assurance Reviews for the departments.
·    Monitor and facilitate updates to the departments’ websites.
·    Assists Faculty members with development and submission of research grant applications and monitor budgets for grants and professional development accounts.
·    Other duties within the Department as approved and/or assigned by the Department Chairs and/or Dean.
·   High school graduation, supplemented by a one-year diploma in office administration or business. University degree preferred.
·   Minimum three years’ of general administrative experience in an office environment, and at least one year of directly-related experience. Experience with Colleague an asset.
·   High degree of proficiency in the use of various MS Office suite programs. Ability to learn new computer platforms.
·   Working knowledge of Acrobat Professional and Content Management Systems.
·   Demonstrate maturity and good judgement. Ability to deal tactfully with faculty, staff and students and maintain confidentiality. Ability to work independently and as a part of a team.
·   Demonstrate skills in problem solving, analysis and consultation. Ability to handle parallel priorities and projects.
·   Demonstrate skill in interpreting and communicating policies and procedures.
** 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-time**


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.