The University of New Brunswick Fredericton welcomes applications for the position of Secretary PL5 with Mathematics & Statistics. 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 $22.02 - $26.05 per hour.
Accountable to the Chair of Mathematics & Statistics for the management of all aspects of the administrative operation of the General Office. Provide a high level of administrative support to the Department & coordinate the activities of central office to ensure that all facets (research, teaching & service) of departmental administration function efficiently.
- Facilitate & coordinate all aspects of departmental administration through supervisory role with regard to departmental office staff, including confidential & sensitive material/information. Implement new procedures, when necessary, establish work priorities, & ensure deadlines are met.
- Act as liaison on behalf of the Chair with internal & external departments, agencies & the community.
- Facilitate administrative tasks pertaining to the responsibilities of the Director of Graduate Studies & the Director of Undergraduate Studies.
- Maintain a departmental schedule of events & provide reminders to ensure that deadlines are met.
- Coordinate the Chair's schedule & proactively prepare materials required by the chair. Compose correspondence on behalf of the Chair.
- Assist the Chair in drafting annual budget proposals/online budget submission, carry forward reports, & reports to external funders. Administer & actively monitor department financial accounts.
- Assist with faculty & staff recruitment, Department Assessment Committee with tenure, promotions, & sabbatical leaves of current faculty members.
- Prepare course submission forms for the timetable & provide up to date information for the Undergraduate Calendar. Ensure that accurate files for course syllabi are collected & filed for each term.
- Liaise with the Registrar's office to manage class sizes, waitlists, section changes & classroom assignments.
- Liaise with the campus bookstore. Place textbook orders for all courses taught by the department.
- Responsible for administrative support for assigning teaching & research assistantships to graduate & undergraduate students & ensuring compliance with the UGSW Collective Agreement.
- Responsible for organizing departmental meetings, taking minutes, & circulating & filing minutes promptly.
- Coordinate the preparation of & signing by faculty of annual teaching load assignments.
- Post-secondary education in business/secretarial/office administration & a minimum of 5 years of related experience. A Bachelor's degree would be considered an asset.
- Demonstrated knowledge of accounting and financial management skills.
- Demonstrated experience in a supervisory role and processes in a service-oriented environment.
- Knowledge of the university policies, procedures, & Collective Agreements would be considered an asset.
- Excellent computer skills & working knowledge of Microsoft Office 365 applications including Excel, Word, Teams, & others. Experience working with Colleague system would be considered an asset.
- Must possess excellent organizational & administrative skills, & a high attention to detail.
- Excellent interpersonal skills to deal with administrators, faculty, staff, students & the general public. Ability to work effectively & efficiently in a complex environment.
- Ability to initiate & organize work independently, identify & achieve priority objectives, & fulfill assigned tasks without supervision.
Closing date for applications is July 26, 2021 4:00PM. 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.