Secretary PL4

Closing Date: April 25 2025 at 4:00 PM

Faculty of Education

The Faculty of Education has the largest graduate program on campus (approximately 700 students). Dedicated to critical inquiry equity and social justice and participatory citizenship in education contexts the Faculty runs six masters programs and a PhD program. The department supports teaching research scholarship creative activity and service that strengthen education and enrich community life.

WHAT WE OFFER

Fulltime Continuing Fredericton OnCampus

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

Salary Range: $23.48 $27.26 per hour

YOUR FOCUS

Reporting to the Associate Dean (Graduate Programs and Research) and the Dean of Education the Secretary PL4 works closely with the graduate office team to support students faculty and contract academic employees.

• Develop and maintain Standard Operating Procedures and work priorities to meet deadlines and apply new procedures when necessary.
• Ensure that important calendar regulations and dates of the School of Graduate Studies and the University regulations are followed and ensure confidentiality for all aspects handled in the Graduate Office.
• Ensure and support processes for confidentiality in record keeping and in responding to student complaints and faculty issues relating to graduate programs.
• Responsible for maintaining accurate and statistical information for ongoing reporting and to inform graduate program decisions.
• Ensure that correct procedures are followed for Research Ethics applications.
• Liaise with the Registrars office (for classroom allocation) Financial Services (for student fee issues) and the School of Graduate Studies.
• Handle all aspects of students graduate programs for assigned M Ed programs and the PhD program (application support credit transfers status changes completion documentation office allocation scholarship and travel awards etc.
• Perform any other duties as assigned by the Associate Dean (Graduate Programs and Research) or the Dean of the Faculty of Education.
• Works closely with the Associate Dean for timetabling. Prepares and posts ads for courses after the CAE assessment committee completes the review of candidates.
• Communicates with successful candidate to offer ROFR or MYA. Provides contract list/s for all ROFR MYA and overload contracts to the Deans office for generating.
• Recruit of Cals and ensure coordination with them.
• Handle funding allocation completing student employment (GSTA) and scholarship (GRA) forms and processing and reconciling with the Financial Coordinator in the Dean of Educations office.
• Develop knowledge and understanding of scholarships (SSHRC/NBIF et cetera) and awards.
• Assist in the preparation of the Research Ranking Report when required.
• Perform other duties as assigned by the department.

WHAT YOU BRING

• Diploma or certificate in office administration or equivalent postsecondary education.
• 35 years experience with administrative work in an academic setting (preferably with graduate programs).
• An equivalent combination of education training and experience may be considered.

Additional Strengths

• Experience in working in an office responsible for administering university graduate programs in education will be considered an asset.
• Familiarity with UNB (programs policies and procedures) will be considered an asset.
• Strong ability to multitask with accuracy in a fastpaced environment.
• Ability to analyze solve problems and make decisions.
• Ability to build relationships and work collaboratively in a team and independently when required.
• Strong oral and written communication.
• Strong stakeholder management skills.
• High level of discretion and attention to detail.
• Ability to meet very tight deadlines.
• Proficiency with the Microsoft 365 suite and databases familiarity with the Colleague system familiar with the UNB online application system will be considered an asset.