Administrative Assistant

Mount Allison acknowledges, honours, and respects that the land named Sackville, NB is part of the unceded territory of the Mi'kmaq People who are the historic inhabitants, custodians, and dwellers on the land where our University is built and confirms its commitment to strengthening relationships with all Indigenous people.

Position title: Administrative Assistant
Department: Computing Services
Type: Full-time continuing position
Opportunity type: Non-academic
Classification: MASA Grade 6
Salary range: $47,656 to $52,442 per annum
Supervisor's title: Director of Information Technology
Hours of work: 35 hours per week
Posted date: January 13, 2026
Closing date: January 23, 2026

Position description

Reporting to the Director of Information Technology, the incumbent provides administrative support to the Department. Duties include word processing, maintaining filing systems, keeping accounting records, maintaining several databases, arranging cell phone purchases, and help desk inquires, updating departmental Web pages, ordering office supplies and performing other related duties.

Position Responsibilities

• Type correspondence and other departmental materials.
• Maintain departmental filing systems by organizing and adding new files and updating current files.
• Assist the IT Steering Committee with agendas, minutes, reports and website.
• Complete time sheets and forward to Payroll.
• Order office supplies and other materials as required.
• Coordinate shipping and receiving for the department.
• Maintain departmental web site.
• Maintain Software licenses and sign out software and software keys for installation.
• Maintain certain databases including software, computer, network equipment and parts inventories as well as software site license agreements.
• Coordinate setup of new personal computers by contacting users and entering work tickets.
• Support various software packages and train users in their use (MS Office, MS Exchange, QAS, etc)
• Administer university cellphone contract, policies and services, which may include taking occasional after hours emergency calls
• Coordinate phone bills and interactions with incumbent telephone service provider
• Maintain a record of departmental operating expenditures and reconciles records with monthly reports from Financial Services.
• Invoice for AV services and billable work orders.
• Does P-card purchasing of various items and reconcile monthly P-card statements.
• Serve as back up to Help Desk Analysts during the absence of staff by taking calls, entering work order information, solving problems and referring calls to the appropriate persons
• Support technicians with well supervised tasks such as imaging computers, installing software, etc. when required.
• Perform other related duties as assigned.

Qualifications/skills

• A high school diploma and a one- or two-year course in secretarial studies or office management as well as a minimum of one year of related experience, or equivalent knowledge and experience.
• Demonstrated proficiency in word processing, spreadsheet packages, as well as experience in website updating and maintenance
• Excellent facilitation skills, incl. ability to train others on MS and other software
• Excellent organizational skills and attention to detail
• Excellent written and spoken communication skills
• Demonstrated professionalism and interpersonal skills grounded intact, diplomacy and customer service
• Ability to work independently with minimum guidance and within a team
• Previous experience working in a technical environment would be an asset
• Availability to respond to occasional after hours emergency calls

If you are interested in the challenges and opportunities this position has to offer, we want to hear from you! Please submit a resume and cover letter by uploading them using the submission link provided below. Documents should be submitted in PDF format and clearly labeled with your full name.

Only those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Application materials will be collected for recruitment purposes only and handled in accordance with the University's privacy and records-management practices. If you experience any difficulty accessing the link, please contact [email protected] for assistance. Review of applications will begin on January 23, 2026.

Submit Résumé and Cover Letter

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.

At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.