University of New Brunswick

Closing Date: January 3, 2025 at 4:00 PM

Muriel McQueen Fergusson Centre

The Muriel McQueen Fergusson Centre for Family Violence Research (MMFC) fosters collaborative, action-oriented research on family violence and gender-based violence. Driven by a passionate and creative team, the Centre seeks to disseminate research findings and educate in engaging new ways

WHAT WE OFFER

Full-time | Continuing | Fredericton | On-Campus

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: $25.28 - $29.92 per hour

YOUR FOCUS

Reporting to the Director, the Administrative Coordinator (Secretary PL5) is responsible for supporting the overall activities of the Muriel McQueen Fergusson Centre with particular attention to office administration, stakeholder management, financial administration, coordination of centre communications, and student learning experience.

• Plan and organize meetings of the Board of Directors and its five subcommittees.
• Prepare, compile, review, and organize previous meetings' notes, agendas, and additional materials that need to be distributed to committee members.
• Manage all pre and post meeting communications with members.
• Plan and organize events that includes booking venues, ordering food, booking interpreters, and organizing technical or room setup as needed.
• Participate in the organization and dissemination of in-person and online events
• Schedule meetings, send information packages, and ensure technical setup to accommodate research teams, or community-based committee requirements.
• Manage two email accounts and respond to all inquiries while ensuring that every email is directed to the right department in a timely manner.
• Act as a first contact for visitors to MMFC office, greet visitors, help them navigate the MMFC building
• Mange and process financial administration for MMFC including accounts receivable/payable, organizing financial documents, processing invoices, creating purchase orders, processing purchases and transactions with PCard, reconciling monthly PCard report.
• Support the preparation of budgets and financial statements.
• Work with the Associate Director in managing income and expenses of the project
• Handle responsibilities related to personnel administration including Staff Change Forms.
• Oversee the upkeep and maintenance of MMFC office building and collaborate with Facilities Management and maintenance staff for maintenance and repair work.
• Manage technical support requests with Tier 1 support and classroom services to maintain the significant technical infrastructure of the MMFC.
• Support the Director in formulating annual curriculum review submission that includes organize curriculum review, connect with different departments for recommendation on changes in FVIC curriculum,
• Respond to questions and requests from registrar's office and advising staff
• Respond to education program inquiries
• Manage student content access
• Follow up with students who are at 6-month mark of program to make sure they complete the program.
• Support learning experience of students who are working at the Centre through internships or placements on research teams. This includes helping with technical setup, accessing files, or answering questions about projects or the operations of the Centre.
• Perform other related duties as assigned.

WHAT YOU BRING

• A Bachelor of Business Administration.
• Demonstrated experience in an administrative role with focus on account management and customer service.
• Prior experience in project management would be an asset.
• Equivalent combination of education and experience will be considered.
• Gender-based violence education or training would be an asset.

Additional Strengths

• Knowledge of financial accounting software in a University setting would be an asset.
• Demonstrated strong oral and written communication skills, superior sense of tact, diplomacy, and professionalism.
• Strong analytical capability and ability to improve work practices to achieve desired results and support productivity.
• Ability to build positive working relationships and leverage cross-functional collaboration.
• Proficiency in Microsoft Office (365).
• Technical proficiency in Microsoft 365 Suite and comfort level with learning and using new software packages.
• Oral proficiency in French language.
• Strong multi-tasking, time management and work prioritization skills.