Administrative Assistant (Secretary PL4)

Closing Date: February 26, 2026 at 4:00 PM

Psychology: Psychological Wellness Centre (PWC)

The Psychological Wellness Centre (PWC) is an externally funded clinic associated with the Psychology Department at UNBF. It is the primary site responsible for experiential (i.e. practicum) student training for doctoral students in the first three years of the Clinical Psychology program.

WHAT WE OFFER

Full-time | 1-Year Term | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $23.48 - $27.26 per hour

YOUR FOCUS

Reporting to the PWC Director, the Secretary PL4 (Administrative Assistant) is the primary point of contact for clients, students, faculty, and internal and external departments when dealing with fee payment, invoicing, and fund transfers. The Secretary PL4 provides administrative support, supports the director, and processes financial transactions on accounts.

• Provide front-line reception and administrative support for the PWC clinic, including greeting clients, managing inquiries, and maintaining waiting lists.
• Respond to client concerns with professionalism and discretion and escalate issues to the Director when required.
• Receive, triage, and redirect incoming calls, emails, and correspondence.
• Manage clinic schedules, room bookings, and daily administrative operations.
• Apply clinic policies related to psychological services, consent, fees, and payment processes.
• Maintain client files, records, and documentation in compliance with CPNB regulations and retention requirements.
• Process client payments, missed appointment fees, invoices, and payment plans in accordance with clinic policies.
• Reconcile daily payments, manage trust transfers, and complete journal entries as required.
• Administer clinic credit card transactions and reconcile monthly statements in accordance with procurement requirements.
• Use QuickBooks and Microsoft Office to support financial and administrative processes.
• Maintain clinic, testing, and office supplies and coordinate with Facilities and Building Operations as required.
• Operate and maintain office equipment and manage incoming and outgoing mail and faxes.
• Support doctoral students with clinic operations, documentation, and client communications.
• Coordinate access to clinic systems, including Zoom for Healthcare, in collaboration with GNB.
• Participate in clinic orientations and deliver administrative and office policy training.
• Contribute to clinic outreach, advertising, and recruitment materials as required.

WHAT YOU BRING

• Post-secondary certificate in Office Administration or a related field.
• Three years of office management.
• A combination of experience and education may be considered.

Additional Strengths

• Knowledge/familiarity with clinical psychology practice and college regulations is considered a strong asset.
• Familiarity with mental health symptoms and sensitivity to clients with mental health symptoms.
• Strong interpersonal and customer service skills to interact professionally with clients, students, and faculty in a clinical setting.
• Excellent organizational and time-management skills to manage competing priorities and maintain accurate records.
• High level of discretion and professionalism when handling confidential and sensitive information.
• Demonstrated proficiency with Microsoft Office 365 and QuickBooks to support administrative and financial processes.

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, Indigenous 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.