Support Staff Employment Opportunity

Secretary PL5

Faculty of Engineering: Dr. J. Herbert Smith Centre UNB Fredericton

Competition #:#062-18.19Closing Date:August 9, 2018 4:00PM
Employment Group:S.A.L.A.C.Salary or Rate:$20.90 - $24.73 per hour
Employment Date:(tentative)As soon as possibleHours per Week:Full-Time (36.25 HPW)
Position Length:(tentative)3 Year TermFunding:External Funding


This position is accountable to the Chair & responsible for the coordination & management of all facets of the administrative, academic & budgetary operations within the Centre.
Representative Responsibilities
·    Responsible for the initial contact for all users of the Dr. J. Herbert Smith Centre. This includes reception of faculty, staff, senior administration, representatives from various internal & external agencies, & members of the general public.
·    Pick up, open and sort all incoming mail. Maintain office equipment, order supplies and any required services.
·    Maintain the Chair’s daily schedule, set up meetings, make travel arrangements, compose correspondence, type complex reports, file reports, order office supplies and equipment/furniture
·    Respond to general inquiries via email, social media and telephone, and refer specific requests to the Chair, when required.
·    Oversee the scheduling, organizing, and recording of committees. This includes preparing meeting agenda and all documents, ensure decisions are coordinated amongst committees, track and follow-up with decision and action items, develop work plans/budgets/policies, and address membership and external stakeholders requests.
·    Ensure that hiring of new faculty is in accordance with all regulations. Coordinate recruitment activities for full-time faculty and contract academic instructor positions. Collect applications, prepare interview packages for search committee, etc.
·    Prepare forms and contracts in consultation with HR regarding new hires, renewal of contracts, salary changes and other HR issues as required.
·    Monitor & maintain budgetary transactions, accounts, transfers & financial reporting
·    Assist faculty members with submitting travel claims, personal reimbursement, PDA requests, advances & cheque req.
·    Assist with funding applications, budget and report generation.
·    Responsible for assigning Teaching Assistantships to graduate & undergraduate students, and ensure compliance with the UGSW Collective Agreement.
·    Handle special projects as assigned by the Director.
·    Assist in the administration of Student Opinion Surveys. Distribute and collect surveys to classes.
·    Ensure completion of students’ program requirements are met for graduation. Post courses for timetables.
·    Maintain and publish all social media accounts associated with the Centre and update Website content as needed.
·    Post-secondary education in Business Administration/Office Management supplemented by a minimum of three to five years suitable administrative experience at a significant level of responsibility. A university degree would be an asset.
·    Must be detail-oriented and have the ability to work on multiple projects or tasks simultaneously with a high level of accuracy, possess excellent time-management skills, and be self-motivating, mature, responsible and dependable. Must be creative and able to exercise judgment, show initiative, and demonstrate abilities to identify and to solve problems.
·    Ability to understand, track, reconcile and manipulate numbers. Ability to manage large amounts of diverse accounting materials and fiscal information. Experience in bookkeeping, budgeting and familiarity with account practices.
·    Must possess excellent organizational & administrative skills, report writing skills, & a high level of attention to detail.
·    Experience with developing & maintaining constructive operating relationships with others both within & outside an organization.
·    Ability to initiate & organize work independently, identify & achieve priority objectives, & fulfil assigned tasks without supervision. Ability to work effectively and efficiently in a complex, high pressured & sensitive environment.
·    Good computer skills and working knowledge of Microsoft Office.
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.