Administrative Assistant (ASL4) to the Academic Chair

As part of the School ofTrades & Apprenticeship and reporting to the Academic Chair the Administrative Assistant is responsible to manage and oversee a broad range of operational and administrative services to support the Academic Chair Department and the overall mission of the College.

Key Responsibilities Include:

• Managing the flow of communications for internal and external business relations including gathering and disseminating information and corresponding with potential partners.
• Managing both electronic and hardcopy records and coordinating digital filing system for school in accordance with policy (retention).
  • Course change requests (CCRF)
  • Student Status Forms (SSF)
  • Supplemental Evaluation Requests
  • Grade change request forms
  • Customized roadmaps
  • Customized schedules
• Managing and administering student enrolment and scheduling within the department and in collaboration with the Academic Chair. Tracking acceptance and monitoring seat capacities.
• Using SIMs/Peoplesoft batch enroll cohorts into the proper classes
• Adding and removing of individual students in accordance with Course Change Request PARTL applications and SSF
• Prepare student status forms
• Preparing for and advising manager of upcoming meetings seminars events etc.
• Attending meetings recording minutes and completing follow-ups as required.
• Drafting and preparing documents and presentations including typing/formatting/proofreading of letters reports contracts proposals etc.
• Performing general administrative duties such as call screening photocopying faxing inventory and purchasing of supplies and equipment maintenance.
• Managing and coordinating the scheduling of cross campus responsibilities of the Academic Chair.
• Monitoring monthly budgets/ purchase orders/expense reports and handling confidential and sensitive documentation as required.
• Assisting with other duties as required.

Education & Experience:

• Diploma/Degree in a relevant field with related years of experience. An equivalent combination of training and experience may be considered.
• Knowledge of computer software including but not limited to MS Word Access PowerPoint and Excel.

Professional Skills:

• Excellent interpersonal and communication skills.
• Strong professional integrity.
• Strong commitment to customer service.
• Ability to communicate effectively and courteously with varying levels of NBCC staff students and general public.
• Ability to follow guidelines procedures and written and oral instructions.
• Ability to work effectively as part of a team with both academic leaders as well as administrative staff to accomplish assigned tasks.
• Ability to work with minimum supervision and show initiative.
• Ability to use high-level discretion and maintain a high level of confidentiality
• Ability to exercise sound judgment.
• Ability to multi-task and prioritize tasks while respecting multiple deadlines.

Candidates must clearly demonstrate how they meet these qualifications on their resumes.

Other combinations of education and experience may be considered as equivalent. Subject to competition response the minimum qualifications may be raised.

All applicants must be eligible to work in Canada at the time of application. This competition may be used to fill future vacancies at the same level.

With six Campuses across the province New Brunswick Community College (NBCC) transforms lives and communities across New Brunswick and contributes to the social and economic prosperity of our province.

Why work with NBCC

• You want to make a difference. By working at NBCC you can support students in achieving their educational and career aspirations help meet the needs of employers and contribute to stronger communities across New Brunswick.

• You want to belong to something bigger. NBCC welcomes the individual experiences and perspectives of our learners our staff and our partners. We nurture a culture of belonging where everyone feels valued and has opportunities to add value. NBCC is an equal opportunity employer building a dynamic team that is representative of the communities and industries that we serve.

• Were one of the best places to work in Atlantic Canada. For ten years in a row we have been named one of Atlantic Canadas Top Employers because of our commitment to families community service and employee engagement. This includes paid time off to volunteer comprehensive benefits packages and professional development opportunities.

• A culture that is focused on nurturing a sense of belonging for all employees.
• Become a member of the New Brunswick Public Service Pension Plan.
• Opportunities for professional development and training.
• NBCC supports the wellbeing of its employees. We provide free access to an Employee and Family Assistance Program (EFAP).
• Paid sick and vacation leave.
• Volunteer leave.
• Tuition Reimbursement Programs (Employee: Tuition Reimbursement Program AND Family: Tuition Reduction Benefit - Spouse and Children).

This position is a unionized position where the terms and conditions of employment are in accordance with the NBUPPE - Administrative and Program Support Services collective agreement for the College.

The New Brunswick Community College (NBCC) is committed to being flexible in its operations and to the wellbeing of its employees. This includes considering reasonable requests for alternative work arrangements when feasible to meet the changing needs of the College and its students. In order to ensure our student needs are met flexible work arrangements cannot extend beyond the New Brunswick border. NBCC employees must be living in a location that is a reasonable distance from one of our seven work locations around the Province.

We promote an equal opportunity work environment.

All interested candidates are invited to submit a detailed application with a resume online by July 10 2025. All applications will be acknowledged upon receipt.