Reporting to the Director of Human Resources, the Departmental Assistant (bilingual) provides secretarial and clerical support for all full- and part-time faculty members in the following departments / programs: Anthropology, Economics, Environment & Society, Romance Languages, and Religious Studies. The Departmental Assistant also provides support to other university departments as required.
What you'll do
Develops office practices and procedures to contribute to the productivity and efficiency of the Office.
Types and/or edits correspondence and reports, and takes and/or types minutes, from written drafts or dictaphone. Composes and types routine letters and memorandums from general instructions. Content may be confidential in nature.
Assists faculty members with preparation of course materials which includes typing course outlines and photocopying materials for distribution to students.
Organizes and expedites flow of work through the office and initiates follow-up action.
Coordinates the departmental submission of annual budgets and performs recordkeeping duties related to the budget.
Collects, edits, and posts information found on departmental websites - faculty members' contact information, the listing of current full- and part-time faculty, and individual faculty member webpages.
Assists the course allocation process by ensuring that data is entered onto the online course allocation timetable.
Maintains computerized filing system of word processing files. Enters, manipulates and retrieves data to compile information as requested in preparing specialized reports.
Assists hiring committees with various administrative and logistical aspects of the faculty hiring process.
Keeps up-to-date scheduling of faculty office and class hours; schedules meetings and circulates agenda and minutes, as required.
Orders office supplies for faculty.
Acts as receptionist, answering the telephone, relaying messages, and dealing with faculty, visitors and students.
Coordinates incoming and outgoing mail, couriers, and faxes.
Assists faculty members with the organization and promotion of conferences and guest speakers as required (announcements, newsletters, posters, room booking, constructing mailing lists, arranging catering and facilities, travel arrangements, etc.).
Updates content on various social media platforms (e.g., Facebook) which have been created by departments.
Shares primary responsibility for answering the University switchboard.
Operates and assists others with the operation of office equipment.
What you'll need
A minimum of two years of administrative support experience in a professional, automated office environment.
Graduate of a recognized, relevant, community college or university program. Extensive experience in relevant administrative support positions may be considered in lieu of the education requirement.
Proficiency in both official languages.
High level of accuracy and strong attention to detail.
Exceptional oral and written communication, interpersonal and customer service skills.
Demonstrated proficiency using Microsoft Word and Excel.
Knowledge of administrative practices and processes relating to academic departments.
Ability to coordinate workflow of the office to ensure efficient completion of tasks.
Ability to work independently with minimal supervision, and to begin or to follow through with a plan or task without being prompted.
Knowledge of modern office equipment, processes and techniques.
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A little bit about us
St. Thomas University
St. Thomas University
St. Thomas University is an undergraduate, liberal arts institution with a full-time enrolment of 1,900. Its students graduate with Bachelor of Arts, Applied Arts, Education, and Social Work degrees. The faculty members are distinguished teachers, researchers and scholars, and the university holds three Canada Research Chairs.
St. Thomas University originated in 1910, when Basilian Fathers assumed responsibility for St. Thomas College in Chatham, New Brunswick. The college began granting degrees in 1934, was renamed St. Thomas University in 1960, and relocated to Fredericton in 1964. St. Thomas now has 109 full-time faculty, and 12 buildings, several of which have earned architectural design awards and make the campus one of the most renowned in Canada.
Unique Approach to Education
St. Thomas is the only university in Canada wholly dedicated to the study of the liberal arts. A liberal arts education provides a broad base of knowledge and specialized skills that prepare students for a limitless list of careers or post-degree programs. Students gain a unique perspective from more than 30 academic disciplines as they choose from courses in the humanities, social sciences, fine arts, sciences, and interdisciplinary fields. According to the National Survey of Student Engagement (2014), STU students rate faculty significantly higher than do their Maritime or Canadian counterparts while 91% rate their first-year experience as excellent or good and 91% would attend STU again.