Closing Date: May 23rd, 2025 at 4:00 PM

STUDENT AFFAIRS & SERVICES
Student Affairs & Services (SAS) supports students in achieving their academic, personal, and life goals. SAS develops and delivers a wide range of programs and services that enhance and contribute to the student experience and the learning environment. Individually and collectively, SAS Divisions contribute directly to the University's goal of transformative educational experiences, innovative programs, and commitment to experiential learning.

WHAT WE OFFER

Full-time | Leave Replacement ending September 30, 2026 | Fredericton |On-Campus

Standard Work Hours: Mon - Fri | 7:45 am - 4:00 pm | 36.25 hours per week (Summer Hours)

Salary Range: $21.34 - $25.28 per hour

YOUR FOCUS

Reporting to the Senior Advisor, Strategic Planning, Assessment, and Operations, the Secretary PL3 (Support Assistant) acts as the first point of contact for students, members of the public and the university community for Student Affairs & Services.

• Serve as the initial contact for Student Affairs & Services at the main reception area.
• Connect international students to specialized supports as the international student navigator.
• Greet, assist, and direct students, faculty, staff, parents, supporters, prospective students, and the public; respond to inquiries by phone and email.
• Provide timely, accurate information about university policies, procedures, services, and student supports.
• Coordinate appointments between students and Student Affairs & Services staff, including managing online scheduling systems.
• Facilitate connections between students, staff, and relevant UNB departments and resources.
• Identify when a student may be in distress or crisis and proactively offer support.
• Maintain professionalism and discretion when making appropriate referrals.
• Offer effective, compassionate support to students in distress when departmental resources are unavailable.
• Manage student event registrations for departmental programs and events.
• Assist in planning and delivering special events, receptions, conferences, and workshops, coordinating with university personnel and overseeing logistics.
• Schedule daily meetings and appointments for Senior Directors, screen and prioritize requests, and arrange room bookings as needed.
• Review department web and intranet content regularly; ensure accuracy and request updates as appropriate.
• Collaborate with UNB departments on projects and initiatives as directed by the Senior Leadership Team.
• Stay informed on facility-related projects and issues as directed by the Office of the Associate Vice-Provost.
• Process and distribute incoming and outgoing mail and deliveries.
• Manage office supplies and equipment for SAS. Monitor display units, refill materials, and order supplies as necessary.
• Coordinate with SAS units to collect and track data and metrics.
• Provide data entry, word processing, and photocopying services as needed.
• Prepare and process forms, purchase orders, P-Card claims, cheque requisitions, travel advances, expense claims, transfers, and external invoices under the direction of the Senior Leadership Team.
• Track expenses and revenues; reconcile financial records regularly for accuracy.
• Organize, accept payment for, and track ticket sales for Student Affairs & Services events and programs.
• Stay current with university financial policies and procedures to ensure compliance.

WHAT YOU BRING

• Diploma in a related field (office management, office assistant, or equivalent).
• 3 years experience working in a computerized, fast-paced office environment.

Additional Strengths

• Experience in a post-secondary setting is considered a strong asset.
• Demonstrated ability to provide exceptional customer service.
• High-quality written and oral interpersonal communications skills; Ability to interact and communicate well in a discrete, friendly, non-judgmental manner with students of diverse backgrounds.
• A high level of accountability and excellent judgment, decision making, and organizational skills.
• Ability to maintain confidentiality and discretion.
• A naturally curious, collaborative professional with an interest in trying new ways of doing things, adopting new technologies, continuous improvement, and lifelong learning.
• Patience is needed to handle the high volume of telephone, email, and in-person traffic.
• Ability to work well in a team environment while showing initiative and being proactive.
• Ability to work in a timely manner in a fast-paced setting.
• Proficiency in Microsoft 365 (Word, Excel, Access, Outlook, Teams, etc.).
• Experience and knowledge of fundamental accounting principles.
• Knowledge of UNB and Student Affairs & Services is an asset.

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.

SECRETARIES, ACCOUNTANTS, LIBRARY ASSISTANTS AND CLERKS (SALAC)
This position is part of the UNIFOR, Local 4504 employee group and falls under the SALAC 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.