Administrative secretary Jobs in Fredericton, NB

Closing Date : February 26, 2025 at 4 : 00 PM Career Development & Employment ServicesCareer Development & Employment Services (CDES), a division of Student Affairs & Services, is dedicated to assist students in identifying and implementing career choices and providing opportunities for employers to recruit students. Leveraging strong partnerships with internal, local, provincial, and national community members, CDES provides career and employment advising and graduate / professional school exploration assistance for students and recent alumni. WHAT WE OFFER Full-time | Continuing | Fredericton | On-Campus 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 Director, the Secretary (PL4) will provide administrative support of a complex and highly confidential nature to ensure the efficient operation of CDES across UNB. This role includes delivering excellent client service, supporting employment program administration, assisting with financial management tasks, performing general office duties, managing web and database systems and other duties assigned. Serve as the first point of contact for walk-ins, phone inquiries, and emails from students, faculty, staff, employers, and the general public providing accurate information about CDES services and programs and other campus and community resources. Provide administrative and organizational support to the director and staff. Schedule appointments for career advisors and other staff members. Maintain a welcoming and professional environment for clients and visitors. Assist students and alumni in registering for workshops, job fairs, and other events. Respond to inquiries from employers regarding job postings and recruitment activities. Create, maintain, and disseminate important communications, correspondence, reports, or other documents. Maintain organized filing systems (digital and physical) for records, forms, and correspondence. Order and manage office supplies to ensure efficient operations. Support staff meetings by preparing agendas, taking minutes, and distributing follow-up communications. Perform other related duties as assigned. Support the administration of employment programs, including managing workflows and maintaining accurate participant records. Guide students on employment program processes and respond to inquiries about programs from students, faculty, staff, and other partners. Coordinate the employment and payment of students hired through CDES employment programs. Provide support to the coordination of workshops, career fairs, and employer networking events, including logistics and communications as requested. Prepare and distribute promotional materials for employment programs and events as directed. Oversee and manage multiple financial accounts within the department. Handle accounts receivable and payable for departmental operations including processing invoices, ensuring payments owed to the department are collected on time and accurately recorded, and processing and tracking payments the department needs to make. Create spreadsheets, track expenditures across various accounts, perform general bookkeeping, reconcile accounts, and process purchase orders, PCards, travels claim, and other forms as required. Review CDES accounts during and after employment programs to identify and address discrepancies such as insufficient hours worked by students or overpayments. Update and maintain CDES' website, SharePoint, and any other CDES online presence with current information. Set up and manage online databases, ensuring accurate entry and retrieval of data. Design and generate reports from databases to support program evaluation and decision-making. Train colleagues on data input and extraction. Troubleshoot and resolve basic technical issues related to web and database systems, escalating more complex issues as necessary. Collaborate with IT support to ensure secure and efficient operation of digital systems. Support all CDES assessment projects. WHAT YOU BRING Diploma in Office Administration or equivalent post-secondary education. Minimum of two years of experience working in a computerized, fast-paced, office environment. An understanding of a post-secondary environment's operations, including familiarity with the resources available to students in Student Services. Proficiency with Databases, Office 365 software and social media. Experience in customer service-related roles requiring a demonstration of initiative and ownership to resolve problems. Basic accounting and budgeting skills. Additional Strengths Appreciation for and recognition of the value of different opinions, roles, experiences, cultures, and backgrounds. Knowledge and understanding of the issues affecting persons with disabilities and experience working with persons with disabilities an asset. Ability to build relationships and work collaboratively in a team, and independently when required. High level of accountability, excellent judgment, decision-making, and organizational skills. Ability to maintain confidentiality and discretion. Strong ability to deliver high-quality results despite frequent interruptions (phone calls, emails, and walk-ins, etc.) typical of a public office environment. Demonstrated high-quality written and oral interpersonal communications skills, as well as attention to detail. Empathetic listening skills to assist students and parents / supporters in stressful situations. Naturally curious, collaborative professional with an interest in trying new ways of doing things, adopting new technologies, pursuing continuous improvement, and lifelong learning. About University of New BrunswickThe University of New Brunswick employs more than 3,200 full- and part-time staff, including faculty, support staff and students. UNB values people and we have proudly been named as one of Canada's Top 100 Employers for 2025 and one of Atlantic Canada's Top Employers for 2024.UNB is situated on the unceded territory of the Wolastoqiyik and Mi'kmaq peoples along the banks of the beautiful and bountiful Wolastoq river, a region recognized worldwide for its natural beauty. UNB is a comprehensive university with a long history of excellence in teaching and research.Other InformationWHY CHOOSE UNB? UNB offers a large variety of benefits for employees, including a full pension, a minimum of three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance. SECRETARIES, ACCOUNTANTS, LIBRARY ASSISTANTS AND CLERKS (SALAC) This position is part of the UNIFOR, Local 4504 employee group and falls under the SALAC Collective Agreement. COMMITMENT TO EQUITY, DIVERSITY & INCLUSION The University of New Brunswick is committed to employment equity and fostering diversity within our community and developing an inclusive workplace that reflects the richness of the broader community that we serve. The University welcomes and encourages applications from all qualified individuals who will help us achieve our goals, including women, visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, gender identity or gender expression. Preference will be given to Canadian citizens and permanent residents of Canada. We thank all who apply; however, only those selected for an interview will be contacted.