The University of New Brunswick Fredericton welcomes applications for the position of Secretary PL4 with Geodesy & Geomatics Engineering. This is a 3-year term with the possibility of extension, 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, computing, and communications support to the Department of Geodesy and Geomatics, specifically in the Graduate Program.
Position summary:
- Support the Director of Graduate Studies (DOGS) in 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.
- Maintain, track, process, and update all aspects of on-line admissions system for graduate degrees' students.
- Update student records.
- Calculate and prepare graduate student payment forms including GRA/GAA/GSRA/GSTA. Responsible for all relevant budgets.
- Coordinate and schedule all aspects of PhD/MScE exams, PhD/MScE proposal defense and thesis defense. Maintain contact with examining board members.
- Establish and maintain up-to-date graduate student files and database and 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, completion requirements, etc. Organize and process student opinion surveys.
- Assist and advise faculty members on matters pertaining to graduate students.
- Assign all graduate students' space and give keys maintaining database.
- Design and produce graduate brochures, posters, and forms. Organize and coordinate recruitment events.
- Organize graduate orientation for the first week of September and update graduate website. Organize and implement yearly graduate seminar.
- Provide administrative support to faculty members, CAEs and staff as required. Assist faculty with Visiting Scholars and PDFs as needed.
- General office and administrative duties. Provide administrative back up and assistance when needed.
- Other relevant administrative tasks as assigned by the DOGS and or Chair.
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, and website management programs, and an ability to become proficient in additional software 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 August 19, 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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