Administrative Assistant (PL3)

University of New Brunswick; Fredericton; On-site; CAD 31,000 - 37,000; Full time

Benefits offered by this job

Full pension

Vacation 3 weeks per year

EFAP (Employee and Family Assistance)

Dental insurance

Life insurance

Health insurance

Job summary

University of New Brunswick in Fredericton invites applications for an Administrative Assistant in the Faculty of Law. The role provides reception and clerical support for the UNB Legal Clinic, assisting with teaching preparation, research activities and academic administration.

The position is full-time, in-office, with standard hours and a salary range per hour. Candidates with Office 365/Teams and bilingual English-French skills are encouraged to apply.

Qualifications

• Proven experience providing administrative support in a busy office.
• Reception and front-desk duties experience preferred.
• Strong computer literacy and email proficiency required.
• Experience with law office processes is an asset.

Responsibilities

• Answer, screen and route calls and messages to appropriate contacts.
• Greet visitors and refer inquiries to Supervising Lawyer and students.
• Schedule intake and follow-up appointments for clients.
• Maintain client files and ensure accurate record-keeping.
• Operate and organize office supplies and inventory.
• Track statistics on calls, attendance, and monthly reports.
• Prepare correspondence as instructed by Supervising Lawyer.
• Manage client intake procedures and conflicts checks.
• Keep client database updated with deadlines and court dates.
• Support legal clinic administration and student rosters.
• Arrange events and travel for Supervising Lawyer and students.

Skills

Administrative support

Reception duties

Microsoft Office

Document management

Bilingual English-French

Education

Post-secondary Office Administration diploma

Tools

Office 365

Teams

Job description

Closing Date: November 16, 2026 at 4:00 PM

Faculty of Law

The Faculty of Law supports a dynamic academic environment that combines research excellence, innovative teaching, and service to the legal community. Faculty members require responsive administrative support to assist with teaching preparation, research activities, and academic administration.

WHAT WE OFFER

Full-time | Continuing | Fredericton | In office

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Additional Working Conditions:

• Possess a current Criminal Record Check, including a Vulnerable Sector Check.

Salary Range:

$22.64 - $26.82 per hour

YOUR FOCUS

Reporting to the Director of the Law Clinic and Supervising Lawyer, the Administrative Assistant provides reception and clerical support for the UNB Legal Clinic following established policies and general office procedures. This position will also provide direct assistance for the Supervising Lawyer and Director of the Law Clinic.

• Answer, screen and transmit calls and messages to the appropriate contact.
• Facilitate and refer walk-in inquiries to Supervising Lawyer and students.
• Schedule intake and follow-up appointments for clients.
• Maintain stock of public legal education materials for clients.
• Keep statistics on phone calls received and client attendance and tabulate monthly.
• Order and maintain office supplies for the Legal Clinic.
• Pick up mail, stamp with date and distribute.
• Prepare and transmit correspondence as instructed by the Supervising lawyer.
• Manage client files using established office protocols for opening, closing and archiving computer files and hard copies.
• Ensure client intake procedures are complete.
• Check for conflicts of interest between clients and the UNB Legal Clinic.
• Keep client database updated with information such as limitation periods and court/hearing dates.
• Maintain and provide statistical and other data as required by the Supervising Lawyer and the Faculty of Law.
• Participate in all administrative functions of the Legal Clinic.
• Keep a roster of students to which files are assigned and maintain the filing system.
• Arrange speaking and other events for the Supervising Lawyer and law students and book travel.

WHAT YOU BRING

• Post Secondary Education in Office Administration, Justice, Criminology or a related field.
• 1 - 2 years of experience working in an administrative support role.

Additional Strengths

• A Legal Assistant Diploma from a recognized institute is considered an asset.
• Experience working in a general law office, legal clinic, or similar would be considered an asset.
• Exceptional computer skills and competency with email.
• Previous experience with law office computer programs, including Office 365 and Teams.
• Strong organizational skills, problem-solving skills, and interpersonal skills.
• Ability to communicate verbally and in writing in English and French is considered an asset.
• Understanding the importance of client confidentiality and solicitor-client privilege.
• Ability to work with diverse communities.
• Familiarity with cultural competence and trauma-informed practices.
• Ability to prioritize workload.
• Ability to work with Law Students in a teaching environment.

WHY 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.

ADMINISTRATIVE ASSISTANTS, LIBRARY ASSISTANTS AND CLERKS (AALAC)

This position is part of the UNIFOR, Local 4504 employee group and falls under the AALAC 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.