The University of New Brunswick Fredericton welcomes applications for the position of Secretary PL4 with the Department of Geodesy & Geomatics Engineering. This is a one-year term, 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 $20.45 - $23.75 per hour.
The incumbent will be responsible to provide administrative, secretarial, and communications support to the Department of Geodesy and Geomatics, primarily in the Graduate Program and in support to the activities of the main office.
Position summary:
- Provide support to the Director of Graduate Studies (DOGS) running the graduate program including composing correspondences for signature and processing graduate forms.
- Act as first point of contact via online, telephone inquiries or in-person regarding graduate degrees' admission requirements/travel/accommodations/tuition fees/living expenses/scholarships etc.
- Process/track/monitor/review/follow up and maintain and update all aspects of all on-line admissions system for graduate degrees' students.
- Calculate and prepare graduate student payment forms (e.g., GSTA, GSRA, GRA). Update student records.
- Coordinate and schedule all aspects of MScE thesis examinations, proposal defense and thesis defense, and maintain contact with examining board members. With the School of Graduate Studies organize PhD dissertation examinations.
- Establish and maintain up-to-date graduate student files, maintain a graduate student database, & maintain graduate studies web pages.
- Schedule appointments and meetings for DOGS and supervisory committees.
- Prepare regular and detailed reports for the DOGS including student enrollments, program progress, and completion requirements etc. Organize and process student opinion surveys for graduate courses.
- Assign all graduate students space and assign room keys.
- Design and produce graduate brochures, posters and general forms, organize and coordinate recruitment events in collaboration with the undergraduate studies' assistant.
- Organize graduate orientation for the first week of September and update graduate website.
- Organize and implement graduate seminars Assist faculty with Visiting Scholars and PDF's as needed.
- Provide secretarial support to faculty members, CAEs and staff as required. Answer phones and order office supplies as needed, collect and distribute Department mail, prepare and ship items for faculty and staff, provide administrative back up as needed, provide assistance with photocopiers when needed.
- Ensure graduate studies handbook is kept up-to-date.
- Other relevant administrative tasks as assigned by the Chair and or DOGS.
Requirements/Skills:
- Post-secondary education at the diploma or certificate level in Office Administrative or Secretarial Studies.
- 3-5 years of experience in an office environment or an equivalent combination of training and experience.
- Proven computer skills in MS Office, Adobe, Teams and an ability to become proficient in additional packages.
- 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.
- Ability to work independently, accurately, analyze and solve problems, and be well organized and meet tight deadlines.
- Demonstrate initiative, organizational and time management skills.
- Willingness to assume new tasks in an active academic unit.
- Able to maintain confidentiality. Familiarity with University Policies and Procedure would be an asset.
Closing date for applications is March 8, 2021 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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