Administrative Assistant to the Deans

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The Opportunity

Given the nature of the Office of the Dean of Humanities and the Dean of Social Sciences, the Administrative Assistant functions independently at times and is expected to exercise good judgment on issues, questions, and problems that arise. The incumbent must have the ability to follow through independently so that tasks and processes are completed in the prescribed timeline.

• Routinely has access to information of a confidential and sensitive nature and must be able to recognize the sensitivity of issues and maintain strict confidentiality.
• Manages the schedule of appointments and meetings for the Deans and resolves scheduling conflicts on a routine basis by identifying high priority requests. The incumbent manages telephone, mail, email, and in-person inquiries on the Deans' behalf, and coordinates arrangements for meetings, travel, and conferences.
• Frequently drafts correspondence and assists with the preparation and drafting of reports, and otherwise relieves the Deans of a variety of office and administrative details.
• Access to and possesses information relating to employer/employee relations, bargaining, employee, and student grievances, etc. The incumbent must have a working knowledge of the full and part-time collective agreements, university policies, and organizational structure of the University and have the ability to accurately interpret same.
• Assists the Deans by gathering required information for the preparation of reports to various committees and is frequently called upon for proofreading of reports, letters, and other printed material, necessitating knowledge of proper grammar, spelling, punctuation, and vocabulary.
• Works with the HR department on matters relating to part-time academic hiring, contracts, seniority, etc. Issues and monitors academic contracts and distributes signed copies to appropriate internal departments and FAUST.
• Works with the ITS department to update and modernize (when necessary) the electronic timetable site and reviews information with the Deans once the site has been closed before sending to the Registrar. Provides training for those using the system.
• Serves as the initial point of contact with individuals from both inside and outside the University, including senior administrators, faculty, staff, students, and government officials. Not infrequently, determines whether these people should more appropriately see someone other than the Deans and will direct them accordingly. In carrying out these functions, as well as others, the incumbent must maintain professionalism and, in many cases, strict confidentiality.
• Serves as the point person/contact for faculty and Access Copyright; submits confirmation forms, tracks, and processes the associated costs and fees and fields questions regarding copying on campus.
• Receives information on academic-related student travel, checks and follows up on information, advises on processes, monitors deadlines, and advises applicants on approvals.
• Assists in the organization of various special projects; e.g., Deans' List Dinner/Reception; Commencement Ceremony, Academic Orientation Day, and Mature/Transfer Student Reception.
• Maintains filing systems and databases. Enters, manipulates, and retrieves computer data to compile statistics and other information as requests in preparing specialized reports, including the use of Informer reports.
• Prepares letters and spreadsheets for distribution to Department Chairs/Programme Directors and Administrative Units.
• Performs other related duties as required.

• Post-secondary diploma or degree, Community College degree, or recognized Business School degree combined with a minimum of five years of experienc in a professional, automated office environment, or an equivalent combination of education and experience.
• Ability to function independently and to exercise good judgment.
• Ability to recognize the sensitivity of issues and maintain strict confidentiality.
• Extensive knowledge of collective agreements, university policy, and organizational structure of a university or college would be an asset.
• Ability to organize and complete work assignments in a busy office environment.
• Experience using a variety of software applications, including Microsoft Office 365 products, Teams, and Colleague.
• Excellent communication and interpersonal skills.

WORKING CONDITIONS:

• Regular requirement to work under pressure to meet deadlines.
• Awareness of a variety of activities which are proceeding simultaneously.
• Conflicting demands may cause stress.

Closing date: Monday, September 21, 2026. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. All applications are to be received by 4:00 p.m. on the closing date. Please email your cover letter and resume to Human Resources ([email protected]). Please note that the selection process may include testing related to the advertised requirements. Candidates will be advised of any testing prior to the interview.

An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.

St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.

© 2023 St. Thomas University. Fredericton, New Brunswick, Canada.

Interpersonal and Communication Microsoft Office Strong organizational skills Knowledge of University Organizational Structure Knowledge of University Policy Knowledge of collective agreements High Level Of Confidentiality Independence Office Administration

St. Thomas University

Founded in 1910, St. Thomas is a primarily undergraduate university located in Fredericton, NB. With an enrolment of 1,700 students, STU offers Bachelor of Arts and Bachelor of Social Work degrees for undergraduates, in addition to distinctive program opportunities like the Bachelor of Arts (Aviation Stream), the Mi’kmaq and Wolastoqey Bachelor of Social Work, and the Bachelor of Applied Arts. For those interested in post-degree or graduate studies, St. Thomas offers a Bachelor of Education and a Master of Social Work.

Professors are distinguished scholars, authors, and commentators, and provide an outstanding education to their students. STU outperforms the Canadian university average for effective teaching, a supportive environment, student-faculty interactions, and higher order learning (National Survey of Student Engagement). Students report greater gains in critical thinking, writing, and problem solving when compared to the national average (CUSC Survey of First-Year Students). The university holds Canada Research Chairs in global and transnational studies and in physical culture and social life, as well as a health research chair in community health and aging.

Mission

St. Thomas University prioritizes teaching and learning so that each student is prepared for personal and career fulfillment. Through leading programs informed by our humanistic approach and opportunities for experiential education, we offer a robust and inclusive learning community that fosters connections across academic disciplines and emerging scholarly areas. On our beautiful campus, supportive faculty and staff create the ideal place for discovery and possibility. Each St. Thomas student is empowered to think independently, communicate effectively, and act responsibly. Meaningful contributions to the communities we serve locally, nationally, and globally are made today, through our teaching and research, and tomorrow, through the success of our alumni.

Vision

St. Thomas University commits to become the leading choice for students seeking a holistic university student experience.