Location
Fredericton, NB | Canada
Job description
St. Thomas University is an undergraduate, liberal arts institution with a full-time enrolment of 1,900. Its students graduate with Bachelor of Arts, Applied Arts, Education, and Social Work degrees. The faculty members are distinguished teachers, researchers and scholars, and the university holds two Canada Research Chairs.
Reporting to the Director of Human Resources, the Departmental Assistant provides secretarial and clerical support for all full- and part-time faculty members in the following departments / programs: Anthropology, Economics, Environment & Society, Romance Languages, and Religious Studies. The Departmental Assistant also provides support to other university departments as required.
Qualifications - A minimum of two years of administrative support experience in a professional, automated office environment.
- Graduate of a recognized, relevant, community college or university program. Extensive experience in relevant administrative support positions may be considered in lieu of the education requirement.
- Proficiency in both official languages is an asset.
- 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.
- Knowledge of modern office equipment, processes, and techniques.
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.
Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. All applications are to be received by 4:30 p.m. on the closing date. Please note that the selection process may include testing related to the advertised requirements. Candidates will be advised of any testing prior to the interview.
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, Canadian citizens 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.
© 2023 St. Thomas University. Fredericton, New Brunswick, Canada.
Responsibilities - 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.
- 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.
- 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, 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.
Job tags
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