Departmental Assistant
Reporting to the Dean of Humanities and Dean of Social Sciences, the Departmental Assistant provides secretarial and clerical support for all full- and part-time faculty members and acts as the first point of contact for students in the following departments / programs: Anthropology, Economics, Environment & Society, Romance Languages, and Religious Studies. The Departmental Assistant also provides administrative support to the CRC (when applicable) and assists other university departments as needed.
Hours of work: Full-Time (35 hours per week); Monday to Friday; 8:30 a.m. - 4:30 p.m.
Term: Permanent
Classification/Level: Band 1
Salary Range: $36,285 - $50,020
Closing Date: Thursday, May 1, 2025
- Develops office practices and procedures to contribute to the productivity and efficiency of the Office.
- Types and/or edits correspondence and reports, and takes and/or types minutes, from written drafts or dictaphone. Composes and types routine letters and memorandums from general instructions. Content may be confidential in nature.
- Assists faculty members with preparation of course materials which includes typing course outlines and photocopying materials for distribution to students.
- Provides CRC administrative support duties (when applicable).
- Organizes and expedites flow of work through the office and initiates follow-up action.
- Coordinates the departmental submission of annual budgets and performs recordkeeping duties related to the budget.
- Collects, edits, and posts information found on departmental websites - faculty members' contact information, the listing of current full- and part-time faculty, and individual faculty member webpages.
- Assists the course allocation process by ensuring that data is entered onto the online course allocation timetable.
- Maintains computerized filing system of word processing files. Enters, manipulates and retrieves data to compile information as requested in preparing specialized reports.
- Assists hiring committees with various administrative and logistical aspects of the faculty hiring process (includes being first point of contact for faculty applications and coordinating and planning hiring workflow and travel).
- Keeps up-to-date scheduling of faculty office and class hours; schedules meetings and circulates agenda and minutes, as required.
- Orders office supplies for faculty.
- Acts as receptionist, answering the telephone, relaying messages, responding to requests, exchanging information, and dealing with faculty, visitors, and students.
- Coordinates incoming and outgoing mail, couriers, and faxes.
- Assists faculty members with the organization and promotion of conferences and guest speakers as required (announcements, newsletters, posters, room booking, constructing mailing lists, arranging catering and facilities, travel arrangements, etc.).
- Updates content on various social media platforms (e.g., Facebook) which have been created by departments.
- Shares primary responsibility for answering the University switchboard.
- Operates and assists others with the operation of office equipment. May occasionally give guidance to others on internal systems (i.e., Colleague, Excel, Word, Outlook).
- Performs related duties for other academic departments when required.
- 6 months to less than 2 years of administrative experience is required.
- A 2 - 3-year post-secondary diploma or equivalent from a recognized, relevant, community college or university program. Extensive experience in relevant administrative support positions may be considered in lieu of the education requirement.
- High level of accuracy and strong attention to detail.
- Exceptional oral and written communication, interpersonal and customer service skills.
- Demonstrated proficiency using Microsoft Word and Excel.
- Knowledge of administrative practices and processes relating to academic departments.
- Ability to coordinate workflow of the office to ensure efficient completion of tasks.
- Ability to work independently with minimal supervision, and to begin or to follow through with a plan or task without being prompted.
- Judgement is required to assess situations, but solutions generally covered by procedures, standards or precedents that are well defined.
- Knowledge of modern office equipment, processes, and techniques.
- Proficiency in both official languages an asset.
WORKING CONDITIONS:
- Regular requirement to work under pressure to meet deadlines.
- Frequent interruptions (phone calls, emails and walk-ins, etc.) that come with working in a public office.
- Conflicting demands, work volume and the quantity of information processed may cause stress.
- Frequent need to perform simultaneous duties.
- Frequent need to manage daily operations independently.
- Occasionally required to deal with minor conflicts and complaints with tact and patience. Difficult and challenging issues or interpersonal conflicts are referred to others for resolution.
- Moderate level of mental effort at a moderate frequency (i.e., proof reading, data entry, typing a course outlines, budget calculations).
- Mostly low intensity physical effort (keyboarding, walking, sitting, bending) with a small amount of moderate physical effort (armload of exams, carrying exam booklet boxes).
- Actions and decisions could cause minor delays, operational inefficiencies, or additional expense. Some potential for impact on public image, normally one person at a time, such as through the provision detailed information or service to clients.
The closing date for receipt of applications is May 1, 2025. All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume, by clicking the Apply Now button.
An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.
St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.
© 2025 St. Thomas University. Fredericton, New Brunswick, Canada.
Share This Job:
