Administrative Coordinator School of Education

Duties to Faculty:

• Assists the Director and faculty members with various duties as required.
• Provides documents and assists with the . orientations . Open House materials for new students and new faculty).
• Prepares letters of recommendation on behalf of faculty for students completing their field placements and academic terms.
• Assists faculty members with entering student grades and preparation of course materials (typing course outlines photocopying materials for distribution to students and preparation of documents for Moodle) organizes book orders through UNB.
• Composes promotional materials (newsletters posters etc. for faculty sponsored events and organizations.
• Schedules meetings and circulates agenda and minutes maintains a record of faculty office and class hours.
• Prepares yearly course schedules for fulltime and parttime faculty over three academic terms.
• Liaises with parttime faculty regarding class schedules important dates student issues and other unique characteristics of the programme.
• Coordinates and arranges for meetings travel facility requirements various correspondence catering and/or other conference related tasks for all faculty members on and off campus.
• Arranges logistics for guest speakers (parking passes incentives).
• Supervises teaching assistants and other student employees as directed by Faculty.

Director and Departmental Duties:

• Maintains computerized spreadsheet ledger of the Schools budget and submits reports to the Director as required. Generates requisitions for budgetary items and facilitates the purchase and distribution of program items (STU ties pins tote bags etc..
• Prepare letters of recommendations upon instructions from the Director for the VicePresident (Academic and Research) for hiring of . field placement supervisors and parttime faculty.
• Coordinates and schedules appointments for internal committees and external meetings at the Provincial Department of Education and at the national organization of Canadian Academic Deans of Education.
• Arranges travel for attendance at external meetings related to this professional programme.
• Assists the Director with various duties as required.

Student Responsibilities:

• Coordinates yearly registration and orientation mail out to all new . students.
• Maintains ongoing electronic communication with students during the three academic terms and two field placements.
• Maintains student mailboxes and distributes necessary hard copy materials.
• Coordinates the add/drop course form for . students. Due to certification requirements this needs to be managed outside of the regular University system.
• Responsible for ensuring students have met the required 60 credit hours of courses for graduation and certification.
• Maintains and tracks historical records for preceding 10 years of graduates from the program (employment statistics letters of reference etc. Assists with digitizing these documents.
• Coordinates and manages the student borrowing library of multimedia and other equipment.

Field Placement Responsibilities:

• Compiles and types confidential internship reports twice a year for . Field Placement Supervisors and distributes these documents in a timely manner to the . Field Placement Supervisors and their interns. Manages the storage process for these documents.
• Assists the Field Placement Coordinator with the orientation program guidelines booklets and preparation of templates for internship supervisors.
• Coordinates in conjunction with the Field Placement Coordinator the . Field Placements by maintaining computerized files manipulating and retrieving data to place interns. Maintaining permanent records of student resumes criminal record checks policy 701 and final evaluations.
• Coordinates enters manipulates and retrieves data to compile documents and other information as required. Assists parttime faculty with internship supervision evaluation forms.
• Prepares and distributes all internship informational materials for students . Field Placement Supervisors cooperating teachers and publicschool principals.

Admissions:

• Coordinates multiple admissions processes for the . programme and the Educational Institute (Masters level courses for practising public school teachers). Responds to information regarding the . programme coordinates communication with students related to the Education admission processes.
• Maintains manual and computerized filing system of word processing files and spreadsheets. Enters manipulates and retrieves data from the separate elements of the admissions process and compiles statistics and prepares specialized reports to enable effective decision making.
• Develops and monitors student database for admission process for . programme and Education Institute.
• Prepares and distributes all admission information packages for both programmes.

External Duties:

• Communicates student grades to Provincial Teacher Certification Branch and provides guarantee of student criminal record checks.
• Responsible for liaising with the Communications Department regarding changes to the Education website. Publishes updates to the Education website.
• Acts as the first point of contact for the School of Education by answering the telephone relaying messages and dealing with faculty staff students and guests by responding to general inquiries about the admission process and requirements the program and other queries relating to the School of Education.
• Coordinates and schedules guest speakers field trips school visits by . classes as well as Provincial Department of Education representatives.
• Receives and analyses information and requests. Provides information and/or response to these requests when appropriate and refers to appropriate people when required.
• Liaises with university support services (maintenance food services technology) on behalf of departmental members.
• Manipulates retrieves and enters data to compile statistics and other information as required in preparing specialized reports through Datatel.
• Coordinates with ITS regarding information communication technologies (ICT) for student and faculty requirements. Coordinates distribution of text and course materials scheduling courses and classrooms assisting external instructors with unique School of Education requirements.

Operations:

• Provides instructional support by ordering flipcharts markers art and music supplies science lab equipment and book orders.
• Provides maintenance for SmartBoards Mac laptop cart Senteos (clickers) data projectors video and digital cameras.
• Provides duties as receptionist regarding all . inquiries from faculty staff students guests and external agencies regarding the professional program field placement and admission requirements.
• Distributes copies and tracks incoming mail (organizes outgoing mail couriers faxes etc.
• Types and/or edits correspondence minutes reports etc. from written drafts. Composes and types routine letters and memoranda from general instructions. Materials may be confidential in nature.
• Maintains practices and procedures that contribute to the productivity and efficiency of the office. Organizes and expedites flow of work through the office and initiates followup action.

• A minimum of two years of administrative support experience in a professional automated office environment.
• Graduate of a recognized relevant community college or university program. Extensive experience in relevant administrative support positions may be considered in lieu of the education requirement.
• Knowledge of effective writing practices and English grammar is essential.
• Knowledge and experience in an academic setting is preferred.
• General knowledge of educational systems both public and postsecondary or willingness to acquire.
• Experience in communicating with universities and provincial government officials.
• Proficiency in current office computer software and Information Technology Communications (ITC).
• Ability to analyse and compose digital documents such as databases and spreadsheets.
• Excellent communication and interpersonal skills when representing the School of Education both internally and externally.
• Ability to maintain confidentiality with respect to student files (e.g. information pertaining to criminal record checks medical conditions student evaluations professional certificate process etc..
• Proficiency in both official languages may be an asset.
• Initiative and ability to organize and complete work assignments.
• Knowledge of administrative practices and processes relating to academic departments.
• Honesty and integrity are essential as maintaining confidentiality is a large part of this position.

Working Conditions:

• Regular requirement to work under pressure to meet deadlines.
• Frequent interruptions from faculty students visitors and telephone calls.
• Awareness of a variety of activities which are proceeding simultaneously.
• Conflicting demands may cause stress.
• Regular office hours in a three semester Summer Institute Programme with regular scheduled lunch and breaks.

The closing date for receipt of applications is May 9 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 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 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.