Collective Leadership Administrative Assistant (ASL 4)

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The Opportunity

Reporting to the Facilities Manager, the Administrative Assistant is key to the efficient operation and reporting required of Facility & Ancillary Services (FAS) providing budget support, tracking of documents and health and safety program support.

Responsibilities include, but not limited to:

BUDGET SUPPORT

• Preparing monthly financial reports
• Preparation of bank deposits and cash management daily and monthly for revenue of the Bookstore, Student Services, Cafeteria commissions, vending machines and facilities recyclable fund.
• Assisting with budget adjustments as needed.
• Assisting with budget development and tracking - Operational, One-Time Spending projects.
• Assisting with purchasing system, EPR creation, purchase card tracking, petty cash purchases and payment of invoices
• Invoicing room bookings and insurance costs to external clients
• Responsible for running budget reports and communicating any unusual activity with the Facilities Manager. This will also include investigation into the irregularities and providing information to the Facilities Manager.

DOCUMENT TRACKING SYSTEM

• Maintaining records of vehicle maintenance - inspections, insurance, documentation, service appointments, routine scheduled maintenance
• Maintaining records of third-party liability insurance information from external clients renting space, liaise with corporate contact, ensure clients are invoiced for costs
• Filing documents such as lease agreements, MOU's, procurement documents, etc.
• Managing sign-in/sign-out of building keys daily, and permanent use
• Managing various room rental requests and bookings from internal and external clients. Prepare rental agreements, ensure custodians are aware for cleaning purposes, create tickets to IT department for events. Ensure security is aware for building access, order meals as required, send our Teams meeting requests as needed.
• Maintaining floor plans and documentation
• Managing some vehicle bookings at various locations.

HEALTH AND SAFETY PROGRAM SUPPORT

• Supporting the Health and Safety Program.
• Participating in Wellness Committee
• Recording and tracking Health and Safety related items - JHSC minutes, incident reports, WorksafeNB documentation.
• Tracking safety training required for staff (first aid, WHMIS etc.).
• Recording minutes of meetings.
• Ensure safety boards are up to date, printing and posting signage as required and providing follow-up on action items discussed during meetings.

GENERAL ADMINISTRATION

• Preparing correspondence.
• Keeping both the event calendar and vacation calendar up to date.
• Updating the telephone list, locations page and emergency contact list on NBCC@Work.
• Event coordination/support. Prepare tickets to support event, to Custodians, IT and any other department involved to support event, decorate and arrange tables, etc.
• Document and facilitate Employee Engagement with Facilities Manager.
• Liaison with Cafeteria Services, security, etc.
• Attending and taking minutes at FAS meetings.
• Scheduling meetings for Facilities Manager, coordinating with other NBCC departments, staff and external partners as needed.
• Train as backup for Bookstore, receiving & ASL2, etc. (Cross train as key support role).

Education & Experience:

• A minimum of a high school diploma plus a one (1) year post-secondary program in a related field and a minimum of five (5) years of related work experience or, high school diploma plus a 2-year diploma in a related field of study and four (4) years of related experience.
• Some supervisory experience may be required.
• An equivalent combination of training and experience may be considered
• Excellent written and verbal communications skills
• Proficient with Microsoft Office Suite.

Professional Skills:

• Ability to maintain a high degree of professionalism and confidentiality.
• Demonstrated problem-solving skills, analytical ability, and innovative thinking.
• Self-motivated, service and results oriented.
• Ability to work under pressure in a fast-paced environment.
• Demonstrated ability to work effectively independently and within a team.
• A desire for continuous learning and growth.
• Candidates must possess a valid Driver's License as travel will be required.
• Preference may be given to candidates who have experience working in a post-secondary environment.

Candidates must clearly demonstrate how they meet these qualifications on their resumes.

Other combinations of education and experience may be considered as equivalent. Subject to competition response, the minimum qualifications may be raised.

All applicants must be eligible to work in Canada at the time of application.

With six Campuses across the province, New Brunswick Community College (NBCC) transforms lives and communities across New Brunswick and contributes to the social and economic prosperity of our province.

Why work with NBCC?

• You want to make a difference. By working at NBCC, you can support students in achieving their educational and career aspirations, help meet the needs of employers and contribute to stronger communities across New Brunswick.

• You want to belong to something bigger. NBCC welcomes the individual experiences and perspectives of our learners, our staff and our partners. We nurture a culture of belonging where everyone feels valued and has opportunities to add value. NBCC is an equal opportunity employer building a dynamic team that is representative of the communities and industries that we serve.

• We're one of the best places to work in Atlantic Canada. For ten years in a row, we have been named one of Atlantic Canada's Top Employers because of our commitment to families, community service and employee engagement. This includes, paid time off to volunteer, comprehensive benefits packages and professional development opportunities.

• A culture that is focused on nurturing a sense of belonging for all employees.
• Become a member of the New Brunswick Public Service Pension Plan.
• Opportunities for professional development and training.
• NBCC supports the wellbeing of its employees. We provide free access to an Employee and Family Assistance Program (EFAP).
• Paid sick and vacation leave.
• Volunteer leave.
• Tuition Reimbursement Programs (Employee: Tuition Reimbursement Program AND Family: Tuition Reduction Benefit - Spouse and Children).

The New Brunswick Community College (NBCC) is committed to being flexible in its operations and to the wellbeing of its employees. This includes considering reasonable requests for alternative work arrangements, when feasible, to meet the changing needs of the College and its students. In order to ensure our student needs are met, flexible work arrangements cannot extend beyond the New Brunswick border. NBCC employees must be living in a location that is a reasonable distance from one of our seven work locations around the province.

We promote an equal opportunity work environment.

All interested candidates are invited to submit a detailed application, with a resume, online by May 14, 2026. All applications will be acknowledged upon receipt.