Administrative Assistant (ASL4) to the Academic Chair

New Brunswick Community College; Saint John; On-site; CAD 1,000 - 3,000; Full time

Job summary

New Brunswick Community College is seeking an Administrative Assistant (ASL 4) to support the Academic Chair of Industrial and Mobile Equipment Repair. The role involves managing communications, coordinating student enrollment, and performing a variety of administrative duties. The ideal candidate will have a relevant diploma and strong interpersonal skills, contributing to the College's mission of excellence and community engagement.

Benefits

Flexible work arrangements

Membership in NB Public Service Pension Plan

Professional development opportunities

Employee and Family Assistance Program (EFAP)

Paid sick and vacation leave

Volunteer leave

Tuition Reimbursement Programs

Qualifications

• Diploma/Degree in a relevant field with related experience.
• Knowledge of MS Word, Access, PowerPoint, and Excel.
• Excellent interpersonal skills and commitment to customer service.

Responsibilities

• Manage communications and records for internal and external business relations.
• Oversee student enrollment and scheduling in collaboration with the Academic Chair.
• Draft documents and prepare presentations for meetings.

Skills

Interpersonal skills

Communication skills

Customer service

Discretion

Judgment

Multi-tasking

Education

Diploma/Degree in a relevant field

Tools

MS Word

PowerPoint

Excel

MS Access

Job description

New Brunswick Community College (NBCC) is committed to transforming lives and communities. The College is currently seeking a dynamic and competent individual for the position of Administrative Assistant (ASL 4) to the Academic Chair of Industrial and Mobile Equipment Repair. When you work at NBCC, you are a valued team member and a part of a community of leaders who are driven by learning excellence and social and economic development.

Position Type: Term

Duration: One year

Location: Saint John

Salary Range: $1,822.00 to $2,202.00 bi-weekly.

Qualifications

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.

Responsibilities

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.

• 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.