Closing Date: September 25, 2024 at 4:00 PM

DEPARTMENT OF SOCIAL SCIENCES
The Faculty of Arts at UNB Saint John champions an inclusive, accessible, and vibrant learning environment that provides students with a strong foundation in critical thinking, research and other professional skills. Small class-sizes afford students the opportunity to receive close mentorship from and collaborate with faculty who are engaged in a diversity of research projects; including work that spans the public, private and non-profits sectors allowing students to build networks within Saint John and beyond. The Department of Social Science is a multidisciplinary department within the Faculty of Arts with the following disciplines, Education, Sociology, Communication Studies and Social Work.

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 Social Sciences, the Administrative Assistant is responsible for providing ongoing support to students, Department chair, Director of Social Work, field education coordinator for social work and department members and must prioritize and organize tasks appropriately between competing needs. The position includes responsibility for tracking budgets, handling financial matters, organizing accreditation reports and assisting with required paperwork and record retention for Bachelor of Social Work field placements.

• Act as a lead point of contact for students, staff, faculty and the general public.
• Provide administrative support for the process of employment and payment of all student hires.
• Work with the Chair to prepare ads and contracts for part-time faculty, complete paperwork, request computer access, assist with orientation for new faculty and/or sessional instructors.
• Request course outlines from instructors and include in files.
• Provide administrative support to the Chair and department members and various committees.
• Prepare departmental paperwork including memoranda course work, syllabi, bookstore lists, examination notices, reports, minutes.
• Schedule appointments and meetings, prepare travel expense claims, test/exam preparation and copying.
• Provide faculty with supplies and resources both for offices and for classroom teaching.
• Develop and maintain paper and electronic equipment and supplies.
• Work collaboratively with the Director of Social Work and the Field Education Coordinator (Social Work) for the timely submission of accreditation reports, including update reports and field placement reports.
• Liaise with the Registrar's office regarding policy and procedural matters and communicate waivers, conditions, exceptions etc.
• Oversee department operating budgets and departmental accounts. Analyze and review monthly for any anomalies.
• Assist the department with preparing the annual timetables and review UNB calendar copy for accuracy.
• Mediate between faculty and the appropriate university service about classroom assignment, course caps and computing services.
• Manage course waitlists.
• Assist with preparing materials for department curriculum.
• Coordinate textbook orders and student opinion surveys.
• Monitor and facilitate updates to the department websites including SharePoint.
• Deliver/retrieve departmental mail, distribute to department members.
• Assist faculty members in submission of research grant applications. Monitor budgets for grants and professional development accounts.
• Provide collaborative administrative support to other Faculty departments, when required.
• Other duties as assigned.

WHAT YOU BRING

• One-year diploma in Office Administration or Business is required.
• 3 years of general secretarial and administrative experience in an office environment.
• 1 year of directly related experience.

Additional Strengths

• University degree preferred.
• High degree of proficiency with MS Office to complete varying complex documents including spreadsheets and databases.
• Working knowledge of Content Management Systems as well as Acrobat Professional.
• Experience with Colleague by Ellucian © Enterprise Resource Planning Platforms for Universities is an asset.
• Demonstrated ability in learning new computer platforms.
• Demonstrated maturity and good judgment.
• Ability to deal tactfully with faculty, students and staff
• Ability to maintain confidentiality.
• Demonstrated skills in problem solving, analysis and consultation.
• Ability to handle parallel priorities and projects.
• Demonstrated skills in interpreting and communicating policies and procedures.
• Demonstrated ability to apply instructions and take directions, to work independently or as part of a team.

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.