The University of New Brunswick welcomes applications for the position of Administrative Coordinator with the Alumni Office. This is a continuing full-time (36.25 hours per week) position with the APT employee group. The position is funded by the University Budget with a salary range of $41,093 - $51,365 per annum.
Supporting the work of the Associated Alumni, the Administrative Coordinator reports to the Executive Director. We work to engage more than 95,000 alumni all over the world in the life and success of UNB through events, services, outreach, volunteer opportunities, and communications. We also offer programs to support a positive student experience on UNB campuses.
Position summary:
- Assist Executive Director with scheduling, planning, and keeping strategic priorities on track; coordinate meetings and travel, screen and prioritize requests, prepare meeting materials, and direct/respond to inquiries.
- Prepare and compose contact reports, memos, letters, and presentations, often of a highly confidential nature.
- Coordinate meetings, agendas, minutes, and materials for Alumni Council and its committees.
- Process and track financial transactions for UNB operating & trust accounts and for external Associated Alumni account.
- Prepare financial reports for Alumni Office using UNB's internal accounting system/processes and for the external Associated Alumni account which includes bank reconciliations, an external accounting software, and external invoicing.
- Work with the Treasurer of the Association to support the Alumni Council Finance Committee, including attending meetings and delivering the Associated Alumni Sponsorship program.
- Work with affinity partners to ensure details of agreements are met and payments/financial reporting are in order.
- Provide logistical event and meeting support including coordinating space, set-up, and food/beverage service; supporting technical needs; and greeting/helping guests.
- Ensure office space, equipment, systems, supplies that the team needs to operate are in good working order.
- Engage in continuous improvement of the systems and processes the team uses to accomplish our work.
- Ensure timely, helpful, and friendly responses to a wide variety of inquiries from 95,000+ living alumni.
- Actively contribute to a culture of teamwork, collaboration, and best-in-class service in support of alumni engagement.
- As a contributing member of a high-performance team, support team members in various projects and tasks.
Requirements/Skills:
- Bachelor's degree, with a preference for alumni of UNB plus 3-5 years' experience in an office environment, ideally with a focus on client service, post-secondary education, and/or non-profit board/governance.
- A trusted executive-level support person who demonstrates sound judgment, strong problem-solving and critical thinking skills, and is comfortable managing executive calendars, travel, and priorities.
- Experience and a high degree of comfort with a full suite of Microsoft 365 applications, especially Outlook, Word, Excel, Teams, Forms, Planner, and SharePoint and producing exceptional virtual events in platforms like Zoom.
- Friendly, warm, helpful, and able to connect naturally with a wide variety of people, foster positive relationships, and contribute to a positive working environment.
- Knowledge of and experience with accounting practices, accounting software (e.g., Sage 50), and budgeting.
- A professional and competent communicator with excellent written and verbal communications skills and the ability to exercise tact, diplomacy, and professionalism.
- Able to focus on detailed tasks while being interrupted frequently to support alumni, donors, the Executive Director, councilors, and colleagues.
- A detail-oriented, organized professional who is self-motivated and able to meet firm deadlines.
- A naturally curious, collaborative professional with an interest in trying new ways of doing things, adopting new technologies, continuous improvement, and lifelong learning.
- Able to deliver high quality results under pressure, tight deadlines, and often evolving priorities.
- The ideal candidate is smart, ambitious, and kind, shows initiative, works hard, and genuinely enjoys helping people.
Closing date for applications is August 6, 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.
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