The University of New Brunswick Fredericton welcomes applications for the position of Secretary PL5 (Administrative Assistant) with the Department of English. 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.
Reporting directly to the Chair of the English Department, the Secretary PL5's primary responsibility is to act as office manager, carry out day-to-day operations of the department, develop streamlined office procedures, and other daily activities.
Position summary:
- Ensure all deadlines are met as requested by offices outside the Department of English.
- Supervise Graduate Studies Assistant (in conjunction with the Director of Graduate Studies).
- Prepare and submit annual non-salary budget template.
- Submit travel expense claims and prepare departmental purchase orders and non-space requests.
- Carry out accounting procedures/policies prescribed by Financial Services.
- Prepare hiring forms for writers-in-residence, drama program work study students, etc.
- Provide administrative support to Visiting Speakers/Visiting Readers programs. Procure required accommodations and prepare supporting paperwork for expenses, honorarium payments, etc.
- Post positions on UNB website for Contract Academic Instructors. Gather and distribute application files to hiring committee. Process stipend contracts.
- Gather and distribute application files to hiring committee for faculty hiring process. Liaise with committee members, applicants, and VPA/Dean's offices to schedule meetings with candidates (may include travel arrangements).
- Assist with the preparation of the departmental timetable and course schedule each academic year and submit to Registrar's Office. Prepare and submit summer course sections to CEL.
- Provide administrative support to undergraduate advisors, including?manage course waitlists and assisting in preparing reports. Provide students with permission to register for courses from the waitlist.
- Prepare department publications for printing and/or online viewing.
- Liaise and support The Fiddlehead, Studies in Canadian Literature, QWERTY, and the Albert Ross Undergraduate Student Society.
- Assist in planning and organizing all departmental functions.
- Assist Graduate Studies Assistant to maintain video library, incoming/outgoing mail, and photocopier.
- Generate, edit, or assist with departmental publicity including posters and advertising.
- Perform other duties as required.
Requirements/Skills:
- Post-secondary business administration diploma or a university degree, supplemented by five years of relevant administrative experience, preferably in an academic setting.
- Must possess good management skills, have excellent grammar, and exhibit attention to detail.
- Good working knowledge of Microsoft office computer programs.
- Experience with UNB's intranet platform, Teams, OneDrive, Colleague, etc., would be an asset.
Closing date for applications is March 18, 2022 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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