University of New Brunswick

Closing Date: March 7, 2024 at 4:00 PM

DEPARTMENT OF CHEMICAL ENGINEERING

The Department of Chemical Engineering is an active department within UNB's Faculty of Engineering and delivers undergraduate and graduate degree programs with faculty that are highly engaged with local industry and research. Consisting of 14 faculty members, 3 administrative support staff, 2 technicians/machinists and a procurement/safety officer, the department educates about 150+ undergraduate students and 70+ graduate students annually.

WHAT WE OFFER

Full-time | Continuing | Fredericton | On-Campus

Applications are encouraged from current members of this union (SALAC) who wish to diversify their skillset.

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

Salary Range: $24.42 - $28.90 per hour

YOUR FOCUS

Reporting to the Department Chair, the Secretary PL5 (Administrative Assistant) performs the department's administrative and financial duties. This position coordinates, supervises/prioritizes the activities of one other department assistant and coordinates with the office admin at Limerick Pulp & Paper Centre. The Secretary PL5 (Administrative Assistant) coordinates between faculty and staff of two major research groups (Limerick Pulp & Paper Centre and the Centre for Nuclear Energy Research), the department's chief technician, and the department's safety/procurement officer.

• Provide administrative support to the department chair.
• Assist in preparing and managing annual budgets.
• Track and approve operating account expenditures, assist faculty, petty cash, bank deposits, and monthly procurement card purchases and reconciliation.
• Manage financial controls and policies for financial requirements, submission, and tracking of Engineering Program Fund account expenditures.
• Support the department's various committees. Draft required correspondence for the Committee's review, edit and obtain approval.
• Liaise with faculty and staff of affiliated research groups.
• Organize department meetings. Prepare and distribute agendas, attend meetings, take meeting minutes, submit minutes to the Chair for review, and finalize and distribute to faculty.
• Prepare and process faculty, staff or visiting scholar forms, prepare purchase order requisitions, requisitions for payment, travel advance and travel expense forms, journal forms, external invoices, professional expense allowances, etc.
• Maintain confidential personnel files and other working files.
• Prepare position postings for entry into the contract academic system and process, organize interviews for vacant faculty and staff positions and complete required appointment forms.
• Collaborate with and provide advice and assistance to faculty and staff within chemical engineering.
• Other duties as needed.

WHAT YOU BRING

• Post Secondary Diploma in a related field.
• 5 years of experience in a related environment.
• An equivalent combination of education and experience may be considered.

Additional Strengths

• Previous experience working in the university environment is considered an asset.
• Experience working with Colleague and Informer 5 is considered a strong asset.
• Proficient in Microsoft Office Suite.
• Ability to work independently with minimal supervision and as part of a team.
• Strong leadership skills with the ability to provide guidance to administrative staff.
• Strong organizational skills.
• Ability to work in a fast-paced environment.