Administrative Assistant Secretary PL4

Closing Date: April 28th 2025 at 4:00 PM

UNB ART CENTRE
The UNB Art Centre contributes to lifelong learning at UNB through the presentation of exhibitions special programs and events. In addition by offering noncredit courses to adults youth and children in person and online the UNB Art Centre engages members of the public in a creative and supportive learning environment while encouraging the development of technical skills wellness and the exploration of new horizons. The UNB Art Centre is socially engaged and reflects contemporary values promoting inclusion and diversity in programming and hiring practice and celebrates the exchange of ideas and knowledge.

WHAT WE OFFER

Fulltime Continuing Fredericton OnCampus

Standard Work Hours: Mon Fri 8:15 am 4:30 pm 36.25 hours per week

Additional Working Conditions:

• Occasional evening hours as needed.

Salary Range: $23.48 $27.26 per hour

YOUR FOCUS

• Reporting to the Director of the UNB Art Centre the Administrative Assistant ensures that all aspects of the UNB Art Centres operations run efficiently and effectively and is the first point of contact within the unit for students faculty clients and the wider public.
• Preparing annual budgets process expense claims invoice payments purchase orders maintain PCard and petty cash for the unit.
• Track and monitor finances create financial statements for events & projects and address budgetary issues.
• Keep abreast of UNB Policies & ensure they are being followed within the unit.
• Apply for and manage various grants & proposals.
• Assist in interviewing summer camp staff and process hiring and payroll paperwork and provide onboarding for all staff.
• Develop and execute contracts for Leisure Learning instructors exhibiting artists artists in residence etc.
• Track hours worked review and approve time sheets.
• Make travel arrangements for artworks exhibitions artists guest speakers and staff.
• Assist with exhibition installation as needed.
• Assist with event planning promoting and including setup organizing receptions preparing food organizing bar services and event clean up.
• Maintain a schedule of afterhours events in Memorial Hall and schedule gallery attendants to open and close.
• Coordinate with Development & Donor relations regarding donations to the UNB Permanent Collection.
• Order specialized museum supplies and equipment and maintain office supplies.
• Act as exhibition tour guide as needed including assisting with school tours.
• Offer Technical support to staff.
• Track attendance enrollment inquiries and finances and prepare reports.
• Provide customer service to clients including assisting with registrations.
• Assist with reviewing the website and marketing materials to ensure accuracy.
• Schedule classrooms and book A/V equipment.
• Participate in strategic planning initiatives.
• Maintain the awareness of all UNB Art Centre programming and understand how the UNB Art Centre fits into the mission of UNB and Centre for Learning Futures.
• Schedule meetings prepare agendas and take minutes.
• Collect statistical information and prepare graphs.

WHAT YOU BRING

• Bachelors degree
• 25 years of administrative experience preferably in a university setting.
• An equivalent combination of education and experience may be considered.

Additional Strengths

• Experience with financial accounting and budgeting is an asset.
• Experience working in an arts setting is recommended.
• Excellent communication skills.
• Organized and selfmotivated.
• Analytical and attention to detail.
• Technical aptitude with computers video equipment social media etc.
• Demonstrates initiative and problemsolving skills and can prioritize work in a fastpaced environment.