University of New Brunswick

Closing Date: April 2, 2024 at 4:00 PM

School of Graduate Studies

The School of Graduate Studies (SGS) provides administrative and operational oversight for all graduate programs at UNB, including more than 2,000 students in more than 60 different programs in 13 Faculties across the Fredericton and Saint John campuses. The SGS manages major program details for this cohort of graduate students from the time of application and admission to UNB through to degree completion.

WHAT WE OFFER

Full-time | 1 Year Term (Leave Replacement) | 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 flexible hours and work-from-home options.

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 Operations Coordinator, this position supports the activities of the School of Graduate Studies (SGS) as they relate to the provision of key services to the graduate students and wider University community. The Clerk PL5 serves as the Graduate Secretary for the Interdisciplinary Studies (IDST) graduate programs that are hosted by the SGS. It also provides essential clerking responsibilities in the SGS for activities associated with thesis submission, thesis defense and degree completion for all programs.

• Gather and organize appropriate information and provide other administrative support for IDST.
• Manage receipt processing and organization of application materials.
• Verify transcripts, TOEFL/IELTS, and other Language Proficiency credentials and qualifications.
• Prepare reports to manage updates and missing student information.
• Manage the Annual Progress Report process for IDST.
• Coordinate graduate scholarship and award payments for IDST students.
• Process requests from graduate students, directors, and secretaries for modifications to student programs and standing (e.g., transfer credits, change of registration or student status, contact information, etc.).
• Assist with course timetabling. Collect and maintain course registration data and prepare reports on enrolment.
• Maintain knowledge of graduate school policies, procedures, and regulations to advise graduate students and faculty concerning graduate program administration.
• Coordinate special projects and events for the IDST program.
• Assist with other office duties and support coverage, as needed.
• Support administrative processes surrounding final thesis submission, defense, and degree completion.

WHAT YOU BRING

• Undergraduate degree. A combination of experience and education may be considered.
• 3-5 years related experience in a University or Academic environment, or administrative and customer service oriented environment.

Additional Strengths:

• Relevant experience in a university setting & working knowledge of a Graduate Studies environment is an asset.
• Ability to multi-task and work with minimal supervision, in a shared office space, while at the same time functioning as part of a collaborative, team environment.
• Attention to detail, accuracy, and organization.
• Ability to work under pressure and meet internal and external deadlines.
• Proficiency in modern computer technology and software environment, including word processing, spreadsheets and databases, and web development and publishing.
• Excellent communication and interpersonal skills, including grammatical proficiency in writing.
• Experience working with diverse clients.