Graduate Administrative Assistant (Secretary PL4)

Closing Date: Wednesday May 14 2025 at 4:00 PM

FACULTY OF KINESIOLOGY

UNBs Faculty of Kinesiology has a growing reputation as a national leader in kinesiology and recreation and is at the forefront of change in these fields and committed to building healthier communities.

WHAT WE OFFER

Fulltime Continuing Fredericton Campus 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 Assistant Dean of Graduate Studies & Research the Graduate Administrative Assistant is responsible for providing administrative support to the Graduate Programs within the Faculty of Kinesiology.

• Review and process MSKin MASRS and MBASRM applications through the Online Admission system.
• Calculate and prepare graduate student payment forms such as GRA/GAA/GSTA/GSRA and track funding assigned/committed.
• Process travel award applications and assist graduate students with travel claim reimbursement forms.
• Coordinate and schedule all aspects of masters proposals and thesis defense and maintain contact with examining board members. This includes organize prepare and circulate thesis proposals defenses and oral examination announcements.
• Advise graduate students on Kinesiology graduate program & SGS guidelines and regulations.
• Manage appointments and meetings for the Assistant Dean.
• Establish and maintain uptodate graduate student files and database this includes tracking graduated students on their career choice.
• Prepare regular and detailed reports for the Assistant Dean including student enrollments program progress and completion requirements etc.
• Schedule meetings prepare agendas and take minutes for the Graduate Programme Management & Research Committee.
• Verify students for graduation and conduct graduation audits.
• Maintain the Facultys Thesis Library and control sign out of theses.
• Maintain graduate student room/workspace (KIN 213) and locker assignments.
• Liaise with all joint degree and future degree programs in Kinesiology regarding applications registration grades and graduation lists.
• Collect and maintain graduate course syllabi.
• Help maintaining graduate program website (courses research lab etc.)
• Create and update database of list of research grants and awards received for each faculty member.
• Responsible for ensuring UNBs Research Ranking Exercise for Kinesiology is complete.
• Assist with faculty research activities such as Kin Research Day and graduate and research seminars.
• Manage the internal review process for Faculty ethics research committee specifically Ethics process applications (finding internal reviewers distributing the internal documents and necessary signatures).
• Assist with updating and reviewing content on graduate portion of the Faculty website and the Graduate Handbook.
• Assist with promotion of the graduate program and research graduate students and faculty members accomplishments and research seminars.
• Assist faculty with Visiting Scholars and Post Doctoral Fellows as needed.
• Manage track and update Honorary Research Associate and Adjunct Professor applications.
• Promote external awards and ORS awards via email to faculty members. Serve as the first point of contact for the Deans Office and main phone line.
• Manage all academic non academic and research requests for room bookings. This includes digital classroom needs and reporting issues to Kinesiology Level One.
• Coordinate the Student Opinion Survey process.
• Plan and organize Faculty of Kinesiology Fall Awards ceremony.
• Troubleshoot equipment such as the photocopier and coordinate with IT Level One for unresolved or complex issues.
• Other duties as assigned.

WHAT YOU BRING

• Diploma in office Administration University degree will be considered an asset.
• 35 years of experience in an office environment or an equivalent combination of training and experience.

Additional Strengths:

• Strong communication skills (oral and written) and strong sense of initiative and strong solving problem skills are required along with interpersonal skills; must be able to deal with people effectively and efficiently in a positive manner.
• Strong computer skills in M365 (Word Excel SharePoint CoPilot PowerPoint MS Teams) and Adobe Professional.
• Outstanding organizational and time management skills.
• Must be able to establish and maintain working relationships.
• Willingness to assume new tasks in an active academic unit.
• Familiarity with University systems policies and procedures would be an asset.