University of New Brunswick

Closing Date: January 13, 2025 at 4:00 PM

J 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 week

Salary Range: $25.28 - $29.92 per hour

YOUR 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'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 appropriate & 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.