Support Staff Employment Opportunity

Administrative Assistant

Office of the Vice-President UNB Saint John

Competition #:#072-17.18Closing Date:September 14, 2017 4:30pm
Employment Group:A.P.T.Salary or Rate:$41,058 - $51,326 Per Annum
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)ContinuingFunding:University Budget


This position is responsible for providing high level administrative oversight and support of a complex and highly confidential nature to the Vice-President and the Vice-President’s office.
Representative Responsibilities
·Responsible for initiating and providing oversight of the assessment process for contract academic employees (CAE’s) regarding the awarding of Right of First Refusals (ROFRS) and Multi Year Appointments (MYAs).
·Responsible for records management related to Contract Academic Employees, in particular with tracking status of ROFR/MYA holders and updating Colleague as well as maintain the official files.
·Working with the Manager, provide oversight and facilitate the hiring process for full time and term faculty members.
·Responsible for maintaining a database with statistical and recruitment information related to faculty hires.
·Prepare submissions for the board of governors on a regular basis advising of new appointments, promotions, resignations, retirements, sabbaticals, special leaves, etc.
·Oversight for Faculty Official Files which require a high level of accuracy and confidentially as these are used for promotional assessments, applications for sabbatical leaves, etc.
·Manage the Vice President’s schedule which would include setting agendas, preparing files, and advising of any issues that are on the forefront.
·Plan and coordinate public events including the annual Holiday Luncheon, Convocation functions, etc. Coordinate travel arrangements for the Vice-President including international and domestic travel.
·Vet all documentation, including HR and financial submissions, received from various Offices on both campuses for accuracy prior to obtaining the Vice-President’s signature.
·Maintain accurate spreadsheets and reconcile budgetary expenditures for various accounts.
·Work with the Vice-President Saint John and other Vice-President Office Staff, provide oversight and coordinates all aspects of Search Committees for the Associate Vice-President, Deans and the Registrar.
·Other duties such as processing visiting scholar/visitor requests, adjunct professor applications, and facilitating the sabbatical leave process.
·Undergraduate degree from a recognized post-secondary institution (Arts, Business or Science preferred) with five years’ experience in a senior administrative role, preferably in a university environment.  
·Superior communication skills and the ability to exercise tact, diplomacy, and professionalism; demonstrates initiative, organizational and time management skills.
·Ability to multi task while working with high level of attention to detail; ability to work collaboratively with units within and external to UNB.
·Strong problem solving and critical thinking skills; excellent writing skills; proficiency with Microsoft Office, Colleague, Informer etc.
** 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.