The University of New Brunswick Fredericton is seeking applications for the position of Secretary PL5 with the Department of Chemistry. This is a continuing full-time (36.25 hours per week) position with the SALAC employee group. The position is funded by the University Budget with a salary range of $21.64 - $25.60 per hour.
This position provides administrative & secretarial support to the Chair of Chemistry, faculty members & staff in the department, administrative and accounting support to Science Stores & administrative support to the undergraduate program.
Position summary:
- Administrative assistant to the Chair of Chemistry which includes liaison with internal & external departments, agencies, & the community; schedule appointments & meetings, compose correspondence; answer inquiries; retrieve information & maintain records.
- Responsible to track & monitor expenditures by reconciling & preparing financial forms. Assist with the preparation of the online budget submission & carry forward reports.
- Responsible to prepare and submit Contract Academic Instructor opportunities in the department.
- Responsible for administrative support for assigning teaching and research assistantships to graduate & undergraduate students and ensuring compliance with the UGSW Collective Agreement.
- Administrative and accounting responsibilities in support of Science Stores include preparing monthly statements of charges, arranging for timely payment by internal transfers, maintaining Science Stores financial records and reconciling.
- Provide administrative support to faculty and staff typing and proofreading lab manuals, manuscripts, exams, tests, course assignments, student opinion survey and correspondence.
- Assist with travel arrangements & expense claims for visiting speakers, faculty candidates, & members of the department.
- Coordinate the preparation of and signing by faculty of annual teaching load assignments.
- Assist with the appointments of new faculty members, tenure, promotions, sabbatical leaves of current faculty members, and ensure compliance with the AUNBT Collective Agreement.
- Responsible for processing and tracking Human Resources Applications & Adjunct applications.
- Responsible for organizing departmental meetings, taking minutes and circulating and filing minutes promptly.
- Implement and assist with confidential matters for all aspects within the Department, student complaints, and faculty issues.
- Prepare course submission forms for the timetable and provide up to date information for the Undergraduate Calendar.
- Responsible to secure classroom space for classes and changes to the undergraduate timetable and calendar.
- Organize and/or assist with various departmental functions.
- General Office duties, including but not limited to, mail sorting, filing, answering telephone, front line assistance to public, maintaining photocopier, maintaining office supplies.
Requirements/Skills:
- Post-secondary education in business/secretarial/office administration supplemented by a minimum of five to seven years of suitable administrative experience at a significant level of responsibility. A combination of training and experience maybe considered. An undergraduate degree would be considered 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.
- Ability to understand, track, reconcile and manipulate numbers. Experience in bookkeeping, budgeting and familiarity with account practices.
- Excellent communication skills (oral and written) are required along with interpersonal skills; must be able to deal with people effectively and efficiently in a positive manner. Must be able to establish and maintain working relationships.
- High level of proficiency in Microsoft Office Suite.
- Familiar with UNB policies and procedures, experience using Colleagues is considered an asset.
Closing date for applications, September 22, 2020 4:30PM.. We thank all applicants for their interest but only those selected for an interview will be contacted.
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.
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