Administrative Assistant

Mount Allison University; Sackville; On-site; CAD 38,000 - 48,000; Full time

Job summary

Mount Allison University invites applications for an Administrative Assistant at the Wellness Centre in Sackville, NB. The role provides receptionist duties, answers inquiries, and supports scheduling for nurses, physicians, counsellors, and other staff.

The incumbent also maintains the Wellness Centre website and handles mail, supplies, and inventory. The successful candidate will have a High School Diploma and preferably a diploma in administrative support; Mental Health First Aid

Qualifications

• High School Diploma required; diploma in administrative support preferred.
• Mental Health First Aid certificate encouraged.
• Experience with data entry, spreadsheets, PowerPoint and Outlook.
• Ability to work independently with strong organizational and communication skills.

Responsibilities

• Provide receptionist services and respond to inquiries by phone, email, or in person.
• Schedule visits, manage staff calendars, and coordinate external provider appointments.
• Maintain confidentiality and filing systems in line with privacy practices.
• Order and manage office and medical supplies; assist with lab forms and hospital coordination.

Skills

Organizational skills

Communication

Data entry

Independence

Confidentiality

Education

High School Diploma

Diploma in administrative support

Mental Health First Aid certificate

Tools

Microsoft Office

Outlook

PowerPoint

Excel

Jane booking software

Job description

Position descriptionReporting to the Director of Accessibility and Student Wellness, the incumbent provides administrative support to the staff at the Wellness Centre. Duties include performing receptionist services; scheduling new and follow-up visits; responding to phone inquiries; stocking and managing medical/office supply inventory; managing the schedules for the Wellness Centre staff as well as supporting external service providers; scheduling diagnostic appointments and external physicians’ offices/hospital appointments; handling incoming and outgoing mail; faxing and scanning. The incumbent also helps maintain the Wellness Centre website.Position ResponsibilitiesPerform receptionist duties by responding to phone and e-mail, as well as in-person inquiries while also directing these inquiries as appropriateProvide and explain appropriate intake forms to students who are seeking services from the Wellness CentreOrganize doctors clinics’ scheduling, ensuring that insurance paperwork is completed correctly, collecting physician’s fees, and issuing receiptsPrepare lab forms, label swabs/samples, deliver/pickup results/supplies to Sackville Memorial hospital lab daily, and collect mail from hospital mailroomIn some cases, may be required to screen inquiries as to the degree of urgency and/or seriousness of service requiredPerform secretarial duties by typing, photocopying, faxing, scanning correspondence, processing mail, and keeping track of charts that are waiting for incoming lab results/hospital notesMaintain petty cash flow, issue receipts, and send monthly reconciliation to Financial ServicesMaintain scheduling for nurse, physician(s), counsellors, and other staff utilizing current software platformMaintain filing systems to the degree which is required by the NB Privacy ActMaintain a high degree of confidentialityMaintain and organize the Wellness Centre waiting area, and prep treatment rooms between patientsOrder office supplies and medical supplies as neededMaintain Wellness Centre website when neededPerform other related duties as requiredQualifications/skillsHigh School DiplomaA diploma or training in administrative support (a diploma in medical administration would be considered an asset).Holding or willing to obtain a certificate in Mental Health First AidMinimum of one year related experienceKnowledge of data entry onto spreadsheets, power point preparations as well as OutlookAbility to work independently with excellent organizational and communication skillsAbility to work with a diverse population and students at-riskCompetent in Microsoft Office suite (Word, Excel, Power Point, and Outlook)Willingness to be trained and receive Certification in Biological Substances Category BKnowledge of or experience using booking software (e.g. Jane) would be considered an assetOnly those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.Application materials will be collected for recruitment purposes only and handled in accordance with the University’s privacy and records-management practices. If you experience any difficulty accessing the link, please contact [e-mail] for assistance. Review of applications will begin on August 31, 2026.Submit Résumé and Cover LetterMount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you by reaching out to People and Culture at [e-mail] our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.