Administrative Assistant PL4

Closing Date: June 5th, 2026 at 4:00 PM

DEPARTMENT OF HISTORY & POLITICS
The Faculty of Arts at UNB Saint John champions an inclusive, accessible, and vibrant learning environment that provides students with a strong foundation in critical thinking, research and other professional skills. Small class-sizes afford students the opportunity to receive close mentorship from and collaborate with faculty who are engaged in a diversity of research projects; including work that spans the public, private and non-profits sectors allowing students to build networks within Saint John and beyond. The Department of History and Politics is a multidisciplinary department within the Faculty of Arts consisting of classics, history, and politics, and course offerings allow students to do a double major focusing on Indigenous history and politics.

WHAT WE OFFER

Part-time | 2-year Term| Saint John | On-Campus

Standard Work Hours: Monday to Friday | 8 am - 4 pm (Summer Hours) | 18 hours per week
Part-time schedule to be determined within the regular working hours, in discussion with the department

Salary Range: $21.92 - $26.14 per hour

YOUR FOCUS

Reporting to the Chair of History & Politics, the Administrative Assistant is responsible for providing day-to-day administrative functions of the Department. The Administrative Assistant provides ongoing support to students, department chair and department members. This position must prioritize and organize tasks appropriately between competing needs and is responsible for tracking budgets, handling financial matters and confidential personnel files.

• Serve as the lead point of contact for students, staff, faculty, and the public.
• Provide administrative support for employment and payment of student hires.
• Collaborate with the Chair to prepare job postings and contracts for part-time faculty, complete required paperwork, arrange computer access, and support orientation for new and sessional instructors.
• Request course outlines from instructors and include them in files.
• Provide administrative support to the Chair, department members and committees.
• Prepare departmental documentation, including memoranda, coursework materials, syllabi, bookstore lists, examination notices, reports and minutes.
• Schedule appointments and meetings, prepare travel expense claims, test and exam preparation and copying.
• Supply faculty with office and classroom resources.
• Develop and maintain paper and electronic equipment and supplies.
• Liaise with the Registrar's Office regarding policy and procedural matters and communicate waivers, conditions and exceptions.
• Oversee departmental operating budgets and accounts; review monthly transactions and identify anomalies.
• Support preparation of annual timetables and review calendar content for accuracy.
• Coordinate with university services to resolve matters related to classroom assignments, course caps, and computing services.
• Manages course waitlists.
• Prepare materials related to the department curriculum.
• Coordinate textbook orders and student opinion surveys.
• Monitor and update departmental websites, including SharePoint.
• Sort and distribute departmental mail.
• Assist Faculty members with the development and submission of research grant applications. Monitor budgets for grants and professional development accounts.
• Provide collaborative administrative support to other Faculty departments, as required.
• Other duties as assigned.

WHAT YOU BRING

• One-year diploma in office administration or business.
• 3 years of general secretarial and administrative experience in an office environment.
• 1 year of directly related experience.

Additional Strengths

• A university degree is preferred.
• Highly proficient in the use of various MS Office suite of software programs to complete varying complex documents, spreadsheets, and databases.
• Working knowledge of Acrobat Professional and Content Management Systems.
• Experience with Colleague by Ellucian - Enterprise Resource Planning platforms for universities, an asset.
• Demonstrated ability in learning new computer platforms.
• Demonstrated maturity and good judgment.
• The ability to deal tactfully with faculty, staff, and students and to maintain confidentiality.
• Demonstrated skills in problem-solving, analysis and consultation.
• Ability to handle parallel priorities and projects.
• Demonstrated skill in interpreting and communicating policies and procedures.
• Demonstrated ability to apply instructions and take direction, to work independently and as a part of a team.