Administrative Assistant PL4 at UNB Geodesy & Geomatics Engineering

Discover

The Opportunity

Saint John, NB

Administrative

Experienced

Full-time

$21.92 - $26.14 / hour

Competition Number: #184-25.26

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Life Insurance

Disability Insurance

Employee Assistance Program

Closing Date: June 29th, 2026 at 4:00 PM

DEPARTMENT OF COMPUTER SCIENCE

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.

What We Offer

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

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 18 hours per week

Salary Range: $21.92 - $26.14 per hour

YOUR FOCUS

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

• 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.
• Assist Chair with timely submission of timetables, student prizes, grants and scholarship nominations.
• Assist Chair 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 advertising positions, managing applications and completing 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.