Admin Assistant PL5 (Secretary PL5) - Jobs in Fredericton, New Brunswick, E3B 5A3

Job Description

DiscoverThe OpportunityClosing Date: January 13, 2025 at 4:00 PMJ Herbert Smith Centre The J Herbert Smith Centre (JHSC) at UNB supports entrepreneurship and innovation in New Brunswick and beyond. Our programs immerse international and domestic students, as well as startups, into the world of product innovation, creative thinking and technology management. Through experiential learning, pitching competitions, national conferences and a host of personal and professional challenges, our programs enhance professional potential with applied skills and hands-on experience.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 weekSalary Range: $25.28 - $29.92 per hourYOUR FOCUS Reporting to the Chair of J Herbert Smith Centre, Admin Assistant PL5 is responsible for the day-to-day operations and management of the J Herbert Smith Centre including, but not limited to office management, financial management and reporting, executive assistance and general support.

• Act as a primary financial administrator for the JHSC
• Track and analyze financial data in multiple projects.
• Oversee accounts receivable/payable, prepare comprehensive financial reports, process invoices; reconcile procurement cards.
• Prepare and process End of Year reconciliation for all operating accounts, including internal different types of transfers.
• Support the Chair and Managers in development of annual operating budget and planning for use of trust funds.
• Prepare and process all financial and human resource forms related to JHSC.
• Collaborate with People and Culture department to track, prepare, and submit hiring, termination, and extension forms.
• Manage multiple project-funding agreements, prepare project-related financial and activity reports and follow up with contractors.
• Serve as primary point of contact for all inquires relating to JHSC and the administration of its programs.
• Respond to inquiries and maintain a system for tracking tasks, priorities, and issues, ensuring a timely and appropriate response.
• Develop and maintain operational procedures and documentation for the Centre.
• Manage requests relating to JHSC office space, including rooms and facilities management.
• Ensure a healthy, safe, and optimally productive work environment by ensuring smooth operations, maintenance and access to JHSC #39;s office.
• Support the JHSC team in preparation for meetings and events including arrangements for rooms, technology, and catering.
• Conduct triage assessments, coordinate workflows, ensure appropriateamp; timely follow-up.
• Create, retain and archive all records according to policies.
• Support the Chair and JHSC team administratively on an as needed basis.
• Other duties as assigned.

WHAT YOU BRING

• Post Secondary Education in office management, administration or business systems.
• A minimum of three (3) years experience as an office manager, administrative coordinator, or financial coordinator.
• An equivalent combination of education and experience will be considered.

Additional Strengths

• Experience in analyzing and monitoring financial data; interpreting and applying policy; developing systems and processes in an office environment; preparing executive level correspondence; and managing office and technical equipment will be considered an asset.
• A deep understanding of UNB policy, procedure, structure, and governance will be considered an asset.
• Ability to build positive working relationships and leverage cross-functional collaboration.
• Strong Interpersonal and communication skills,
• Ability to address a wide variety of audiences.
• Technical aptitude and proficiency in Microsoft office (365).
• Strong organization skills and attention to detail.

A little bit about usUniversity of New BrunswickThe University of New Brunswick employs more than 3,200 full- and part-time staff, including faculty, support staff and students. UNB values people and we have proudly been named as one of Canada #39;s Top 100 Employers for 2024 and one of Atlantic Canada #39;s Top Employers for 2023.UNB is situated on the unceded territory of the Wolastoqiyik and Mi #39;kmaq peoples along the banks of the beautiful and bountiful Wolastoq river, a region recognized worldwide for its natural beauty. UNB is a comprehensive university with a long history of excellence in teaching and research.Are you interestedWork With UsWHY 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, DIVERSITYamp; 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, Aboriginal 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.