Departmental Assistant

• Develops office practices and procedures to contribute to the productivity and efficiency of the Office.
• Types and/or edits correspondence and reports and takes and/or types minutes from written drafts or dictaphone. Composes and types routine letters and memorandums from general instructions. Content may be confidential in nature.
• Assists faculty members with preparation of course materials which includes typing course outlines and photocopying materials for distribution to students.
• Provides CRC administrative support duties (when applicable).
• Organizes and expedites flow of work through the office and initiates followup action.
• Coordinates the departmental submission of annual budgets and performs recordkeeping duties related to the budget.
• Collects edits and posts information found on departmental websites faculty members contact information the listing of current full and parttime faculty and individual faculty member webpages.
• Assists the course allocation process by ensuring that data is entered onto the online course allocation timetable.
• Maintains computerized filing system of word processing files. Enters manipulates and retrieves data to compile information as requested in preparing specialized reports.
• Assists hiring committees with various administrative and logistical aspects of the faculty hiring process (includes being first point of contact for faculty applications and coordinating and planning hiring workflow and travel).
• Keeps uptodate scheduling of faculty office and class hours; schedules meetings and circulates agenda and minutes as required.
• Orders office supplies for faculty.
• Acts as receptionist answering the telephone relaying messages responding to requests exchanging information and dealing with faculty visitors and students.
• Coordinates incoming and outgoing mail couriers and faxes.
• Assists faculty members with the organization and promotion of conferences and guest speakers as required (announcements newsletters posters room booking constructing mailing lists arranging catering and facilities travel arrangements etc..
• Updates content on various social media platforms (e.g. Facebook) which have been created by departments.
• Shares primary responsibility for answering the University switchboard.
• Operates and assists others with the operation of office equipment. May occasionally give guidance to others on internal systems (i.e. Colleague Excel Word Outlook).
• Performs related duties for other academic departments when required.

• 6 months to less than 2 years of administrative experience is required.
• A 2 3year postsecondary diploma or equivalent from a recognized relevant community college or university program. Extensive experience in relevant administrative support positions may be considered in lieu of the education requirement.
• High level of accuracy and strong attention to detail.
• Exceptional oral and written communication interpersonal and customer service skills.
• Demonstrated proficiency using Microsoft Word and Excel.
• Knowledge of administrative practices and processes relating to academic departments.
• Ability to coordinate workflow of the office to ensure efficient completion of tasks.
• Ability to work independently with minimal supervision and to begin or to follow through with a plan or task without being prompted.
• Judgement is required to assess situations but solutions generally covered by procedures standards or precedents that are well defined.
• Knowledge of modern office equipment processes and techniques.
• Proficiency in both official languages an asset.

WORKING CONDITIONS:

• Regular requirement to work under pressure to meet deadlines.
• Frequent interruptions (phone calls emails and walkins etc. that come with working in a public office.
• Conflicting demands work volume and the quantity of information processed may cause stress.
• Frequent need to perform simultaneous duties.
• Frequent need to manage daily operations independently.
• Occasionally required to deal with minor conflicts and complaints with tact and patience. Difficult and challenging issues or interpersonal conflicts are referred to others for resolution.
• Moderate level of mental effort at a moderate frequency (i.e. proof reading data entry typing a course outlines budget calculations).
• Mostly low intensity physical effort (keyboarding walking sitting bending) with a small amount of moderate physical effort (armload of exams carrying exam booklet boxes).
• Actions and decisions could cause minor delays operational inefficiencies or additional expense. Some potential for impact on public image normally one person at a time such as through the provision detailed information or service to clients.

The closing date for receipt of applications is May 1 2025. All applications are to be received by 4:30 p.m. on the closing date. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please forward your cover letter and resume by clicking the Apply Now button.

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 Canadians 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 Wlastkewiyik / Maliseet whose ancestors along with the MiKmaq / Mikmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.

2025 St. Thomas University. Fredericton New Brunswick Canada.

St. Thomas University

Founded in 1910 St. Thomas is a primarily undergraduate university located in Fredericton NB. With an enrolment of 1700 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 Mikmaq and Wolastoqey Bachelor of Social Work and the Bachelor of Applied Arts. For those interested in postdegree 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 studentfaculty 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 FirstYear 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.