Support Staff Employment Opportunity

Secretary PL4

College of Extended Learning UNB Fredericton

Competition #:#130-17.18Closing Date:March 7, 2018 4:30pm
Employment Group:No GroupSalary or Rate:$18.97 - $22.20 Per Hour
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)Term Until August 2018 (Leave Replacement)Funding:University Budget


The secretary PL4 provides administrative and secretarial support to the UNB Art Centre/Personal & Cultural Enrichment unit of the College of Extended Learning. This position will ensure that all aspects of the operation run in an efficient and effective manner. This position works directly with the Director, as well as the Program Development Coordinator, but also interacts significantly with other members of the unit, and within CEL as it relates to the position.
Representative Responsibilities
·    Prepare annual budgets, process travel expense claims, facilitate monthly reconciliations, process purchase order requests, invoices and other payments, reconcile petty cash and other related accounting procedures.
·    Utilize Colleague, UNB’s data storage technology and other systems, to track and monitor budgetary issues, and collect statistical information.
·    Organize and process staff, instructor and student paperwork and payroll, as well as timesheet management.
·    Prepare and mail out materials for instructors, prepare a matrix of course for each term, track registration, prepare Course Detail Forms, schedule classrooms, provide Guest ID’s for instructors and book AV equipment.
·    Contact instructors/students about classes and course cancellations. Set up and monitor survey for course evaluations.
·    Prepare grant proposals, surveys and other associated materials.
·    Provide information and answer inquiries from the public regarding PCE non-credit courses and events.
·    Track attendance and enrolment figures and prepare reports.
·    Assist with gallery events; reception organization and preparation of food and bar services.
·    Order specialized museum supplies and equipment, and maintain office supplies.
·    Prepare paperwork and scheduling for special events.
·    Prepare Marketing Request forms, proof marketing materials, prepare web materials, submit and monitor changes.
·    Document and calculate newspaper and radio press coverage.
·    Maintain and monitor list serves, Facebook and other social media. Prepare/post posters and other marketing materials.
·    Update LCD message board in Memorial Hall lobby. Source locations and move lobby displays to various locations.
·    Organize, and maintain filing systems. Schedule meetings and prepare agendas.
·    Two-year college diploma or an equivalent combination of training and experience; with emphasis on accounting experience. College or university experience would be an asset. 2-5 years related experience.
·    Experience working in a university, arts or office environment. Strong ability to work in a fast-paced team environment. Ability to interact with the public and professional partners on a daily basis.
·    Demonstrated excellence in client service, written and verbal communications skills are essential
·    Excellent organizational skills; attention to detail; highly motivated; demonstrated initiative and problem-solving abilities.
·    Experience working with a Mac computer and various office applications; proficiency in MS Word and Excel required.
·    Knowledge of Colleague, CRM and other data management systems an asset.
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.