Closing Date: April 2nd, 2025 at 4:00 PM

DEPARTMENT OF COMPUTER SCIENCE/DEPARTMENT OF MATHEMATICS AND STATISTICS
The Computer Science Department primarily offers a four-year degree program in Computer Science with specializations in software engineering, networking, and data analytics. We also provide graduate programs across both campuses, a Minor in Computer Science under UNB CS Graduate Academic Unit, a Certificate in Computing, and a Certificate in Data Analytics. The Department of Mathematics and Statistics offers 4-year BSc degrees in Mathematics, Statistics, Mathematics and Statistics, and Mathematics and Economics, as well as 4-year BA degrees in both Mathematics and Statistics, and a certificate in Mathematics for Education. At the graduate level, the department offers research-based MSc and PhD degrees in both Mathematics and Statistics. The department, comprised of 8 faculty members and 1 joint appointment, organizes and contributes to a variety of outreach events annually.

WHAT WE OFFER

Full-time | Continuing | Saint John | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $20.92 - $25.14 per hour

YOUR FOCUS

Reporting to the Chair of Computer Science and the Chair of Mathematics and Statistics, the Administrative Assistant is responsible for providing prompt and efficient administrative functions for both departments.

• Prepare paperwork as required for faculty and staff including purchase requisitions, departmental transfers, timesheets, staffing forms, travel claims, etc.
• Respond to inquiries from students, university personnel, faculty members, and the general public.
• Provide Level I IT Support for office equipment and photocopy issues and monitor and facilitate updates to the departmental websites.
• Retrieve and deliver departmental mail and packages.
• Monitor units' operating budgets and departmental accounts.
• Develop and maintain paper and electronic filing systems specific to departmental needs.
• Provide data to the Chairs to assist with reports, projects and requests.
• Maintain supplies and resources for office and teaching needs.
• Attend training sessions on current systems and processes and advise department members on current policies, processes and systems.
• Maintain familiarity with UNB Collective Agreements.
• Help organize special events such as competitions, seminars, conferences, workshops, and outreach.
• Coordinate curriculum material, student opinion surveys and textbook orders.
• Liaise with the Registrar's office, Financial Services and other university units regarding policy and procedural matters, timetables, room assignments.
• Monitor departmental email accounts. Filter and ensure appropriate redirection, when required.
• Schedule meetings, prepare agendas and minutes.
• Coordinate faculty interviews, manage applications, schedule interviews, book travel and other tasks related to the hiring process.
• Prepare Contract Academic Instructor job postings and the creation of stipend contracts.
• Ensure timely submission of timetables, student prizes, grants and scholarship nominations.
• Assist with orientation of new faculty, term and/or sessional instructors.
• Maintain an accurate list of current undergraduate students and distribute communications as necessary.
• Track Honourary Research Associate and Adjunct appointments.
• Facilitate the hiring of student employees including advertise positions, manage applications and complete employment paperwork.
• Assist Chairperson with Quality Assurance Review (5 year rotational basis) and CIPS Accreditation.
• Other administrative duties as required.

WHAT YOU BRING

• One year diploma in office administration or business.
• Minimum 3 years of secretarial and administrative experience preferably in a University environment.

Additional Strengths

• University degree is an asset.
• Expertise in the use of Microsoft Office
• Familiarity with Colleague System is an asset.
• Demonstrates maturity and good judgement.
• Ability to deal tactfully with faculty, staff and students
• Ability to maintain confidentiality.
• Strong organization and administrative skills
• Ability to handle parallel priorities and projects.

WHY CHOOSE UNB?
UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.

CANADIAN UNION OF PUBLIC EMPLOYEES - LOCAL 3339 (CUPE)
This position is part of the CUPE Local 3339 and falls under the CUPE Collective Agreement.

COMMITMENT TO EQUITY, DIVERSITY & INCLUSION
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.

We thank all who apply; however, only those selected for an interview will be contacted.