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: Department of Modern Languages and Literatures
Type: Full-time nine-month sessional position
Opportunity type: Non-academic
Classification: MASA Grade 6
Salary range: $42,182 to $49,257 per annum
Supervisor's title: Department Head
Posted date: May 13, 2025
Closing date: May 26, 2025

Position description

Reporting to the Department Head, the incumbent provides secretarial and administrative support in a multilingual environment (English, French, German, Japanese, and Spanish). Duties include performing receptionist services, word processing, photocopying, maintaining filing systems, arranging appointments, maintaining departmental resource materials, keeping accounting records, opening and forwarding mail and e-mail, maintaining electronic office equipment and ordering office supplies and other materials.

Position Responsibilities

• Perform receptionist duties by answering the telephone and responding to departmental emails, greeting visitors, responding to inquiries where possible and directing callers and visitors to the appropriate person
• Type, research, compile and/or distribute departmental data, multi-lingual correspondence and other departmental materials
• Maintain departmental paper and electronic filing systems by organizing and adding new files and updating current files
• Maintain and update department and faculty websites
• Organize shelves and maintain records of departmental resource materials, and assist with making course packs
• Maintain record of departmental operating expenditures and reconcile records with monthly reports from Financial Services
• Collect information necessary to prepare student payroll, fill out payroll documents and forward to the payroll office
• Arrange appointments and departmental meetings, attend the meetings, and take the meeting minutes, and assist with room scheduling and changes for labs and classes
• Pick up, open and forward mail and e-mail for the Department
• Order office supplies and other materials such as videos, films and lab materials, and general teaching supplies as required
• Oversee the care and maintenance of photocopy machine and other electronic office equipment
• Perform monthly building inspections
• Assist with coordination of departmental events on occasion
• Perform other related duties

Qualifications/skills

• High school diploma
• Successful completion of a one year course in secretarial program or equivalent
• Minimum of one year of related experience in general office administration
• Some knowledge of French, German, Japanese, or Spanish
• Demonstrated proficiency with MS office Suite
• Ability to learn web management software
• Excellent organizational and communication skills
• Demonstrated professionalism and strong interpersonal skills grounded in tact and diplomacy; willingness to provide friendly and helpful service to the students and faculty
• Ability to work independently with minimum guidance within a team

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: [email protected] Review of applications will begin on May 26, 2025.

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.