Administrative Assistant (Secretary PL5)

Closing Date: March 27, 2026 at 4:00 PM

Faculty of Science: Mathematics & Statistics

The Department of Mathematics and Statistics at UNB (Fredericton) is one of the major academic units in the Faculty of Science responsible for teaching, research and outreach. The department is responsible for teaching nearly 6,000 students per year, supervising 30 post-graduate students and several post-doctoral fellows. The department also runs major outreach activities such as the annual NB Math Contest.

WHAT WE OFFER

Full-Time | 1 year Term (Maternity/Parental Leave Contract) | Fredericton | Hybrid

UNB is committed to ensuring employees can maintain a healthy work-life balance. As such, we are proud to support a hybrid work approach, which includes work-from-home options.

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

Salary Range: $25.28 - $29.92 per hour

YOUR FOCUS

Reporting to the Chair of Mathematics, the Secretary PL5 will provide a high level of administrative support to the department and coordinate the activities of the central office to ensure that all facets (research, teaching & service) of departmental administration function efficiently.

• Facilitate & coordinate all aspects of departmental administration including confidential & sensitive material/information. Implement new procedures, when necessary, establish work priorities, & ensure deadlines are met.
• Act as liaison on behalf of the Chair with internal & external departments, agencies & the community.
• Facilitate administrative tasks pertaining to the responsibilities of the Director of Graduate Studies & the Director of Undergraduate Studies.
• Maintain a departmental schedule of events & provide reminders to ensure that deadlines are met.
• Coordinate the Chair's schedule & proactively prepare materials required by the chair. Compose correspondence on behalf of the Chair.
• Assist the Chair in drafting annual budget proposals/online budget submission, carry forward reports, & reports to external funders. Administer & actively monitor department financial accounts.
• Assist with faculty & staff recruitment, Department Assessment Committee with tenure, promotions, & sabbatical leaves of current faculty members.
• Prepare course submission forms for the timetable & provide up to date information for the Undergraduate Calendar. Ensure that accurate files for course syllabi are collected & filed for each term.
• Liaise with the Registrar's office to manage class sizes, waitlists, section changes & classroom assignments.
• Liaise with the campus bookstore. Place textbook orders for all courses taught by the department.
• Provide administrative support for assigning teaching & research assistantships to graduate & undergraduate students & ensuring compliance with the UGSW Collective Agreement.
• Responsible for organizing departmental meetings, taking minutes, & circulating & filing minutes promptly.
• Coordinate the preparation of annual teaching load assignments and ensure they are signed by faculty.

WHAT YOU BRING

• Post-secondary in a related field.
• 3 years' experience in a related field.

Additional Strengths

• Demonstrated knowledge of accounting and financial management skills.
• Demonstrated experience in a supervisory role and processes in a service-oriented environment.
• Knowledge of the university policies, procedures, and Collective Agreements would be considered an asset.
• Excellent computer skills. Working knowledge of Microsoft Office 365applications including Excel, Word, Teams, etc.
• Experience working with the Colleague system would be considered an asset.
• Excellent organizational and administrative skills, with high attention to detail.
• Excellent interpersonal skills in dealing with administrators, faculty, staff, students and the general public.
• Ability to work effectively and efficiently in a complex environment.
• Ability to initiate and organize work independently, identify and achieve priority objectives, and fulfill assigned tasks without supervision.

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.