Administrative Assistant PL5

Closing Date: April 10th, 2026 at 4:00 PM

DEPARTMENT OF BIOLOGICAL SCIENCES
The Department of Biological Sciences offers 4-year BSc degrees in Marine Biology, Biology, Applied Coastal Ecology, and Biology-Psychology, as well as research-based MSc and PhD degrees in various areas of Biological Sciences. It has 20 faculty members with research expertise in a variety of fields of biology (marine biology, evolution, ecology, physiology, aquaculture, fisheries, environmental biology, and biodiversity), as well as geology, chemistry, and physics.

WHAT WE OFFER

Full-time | Continuing | Saint John | On-Campus

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

Salary Range: $23.75 - $29.42 per hour

YOUR FOCUS

Reporting to the Chair, the Administrative Assistant PL5 performs administrative functions as assigned within the Department, with priority being to provide daily ongoing support to students, the Chair, and faculty and staff.

• Serve as the primary point of contact for students, faculty, contract academic employees, university personnel, and the public; respond to inquiries and redirect as appropriate.
• Develop, coordinate, and submit course timetables, including collecting teaching preferences, identifying course offerings, and resolving scheduling conflicts in collaboration with relevant units.
• Administer the Contract Academic Employee (CAE) process, including job postings, application coordination, contract preparation, onboarding support, and system access requests.
• Coordinate departmental awards, scholarships, and fellowship submissions and nominations.
• Process departmental administrative and financial documentation, including correspondence, reports, purchase orders, payment requisitions, travel claims, and reimbursements.
• Support departmental financial tracking by monitoring budgets, maintaining account records, and coordinating with Financial Services.
• Coordinate the Chairperson's schedule and provide administrative support for departmental operations.
• Maintain departmental systems, including websites, filing systems, online platforms (e.g., Colleague), and ensure data accuracy and updates.
• Train faculty, staff, and graduate students on administrative systems, processes, and procedural updates.
• Record, prepare, and distribute departmental meeting minutes and maintain accurate documentation.
• Coordinate curriculum processes, including preparation and submission of new course proposals and revisions for approval.
• Liaise with the Registrar's Office and other university units regarding timetabling, policies, procedures, and room assignments.
• Coordinate teaching-related logistics, including textbook orders, course outlines, student opinion surveys, and secure handling of examinations.
• Support annual academic and operational initiatives, including Marine Semester preparation, Quality Assurance Reviews, and research ranking exercises.
• Facilitate communication and coordination with internal units such as the Dean of Science Office, ITS, Web Operations, and other service areas.
• Maintain office and classroom supplies and support day-to-day departmental operations.
• Provide general administrative support and contribute to additional departmental priorities as required.

WHAT YOU BRING

• Office Administration Diploma.
• 6 years related experience.
• A combination of education and experience may be considered.

Additional Strengths

• University administrative experience is considered a strong asset.
• Familiarity with systems such as MS Publisher and Colleague (Datatel) is considered an asset.
• Proficiency in Microsoft Office (including strong Excel skills) and general computer applications.
• Strong keyboarding and data entry skills.
• Ability to adapt to evolving technologies and develop new technical competencies.
• Strong organizational and administrative skills with attention to detail.
• Ability to manage multiple priorities, organize daily tasks, and follow established procedures.
• Ability to work both independently and collaboratively within a team environment.
• Ability to develop and implement administrative processes in a dynamic and evolving department.
• Excellent interpersonal and communication skills to interact effectively with faculty, staff, students, and the public.

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.

CANADIAN UNION OF PUBLIC EMPLOYEES - LOCAL 3339 (CUPE)
This position is part of the CUPE Local 3339 and falls under the CUPE 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.