Administrative Assistant (Secretary PL4)

UNB Geodesy & Geomatics Engineering; Fredericton; On-site; CAD 30,000 - 60,000; Full time

Job summary

The University of New Brunswick seeks a Secretary PL4 to provide comprehensive administrative support at the Canadian Institute of Cybersecurity. This role includes managing records, organizing files, and assisting in hiring processes, requiring a post-secondary diploma and 3 years of relevant experience.

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Pension plan

Retirement Plans

Life Insurance

Disability Insurance

Tuition Aid

Wellness Programs

Qualifications

• 3 years of related work experience in an administrative role.
• Bachelor's Degree in Business Administration would be an asset.

Responsibilities

• Provide administrative support to the Associate Director and Deputy Director.
• Manage CIC records to ensure smooth office operations.
• Assist with faculty and staff recruitment.

Skills

Organizational skills

Analytical skills

Problem-solving skills

Communication skills

Interpersonal skills

Education

Post-secondary diploma in a related field

Tools

Microsoft Office Suite

SharePoint

Job description

Discover

The Opportunity

Fredericton, NB

Administrative

Experienced

Term

$23.48 - $27.26 / hour

Competition Number: #053-25.26

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Pension plan

Retirement Plans

Life Insurance

Disability Insurance

Tuition Aid

Wellness Programs

Closing Date: July 25, 2025 at 4:00 PM

CANADIAN INSTITUTE OF CYBERSECURITY

The Canadian Institute of Cybersecurity (CIC) is a multidisciplinary research and training institute at the University of New Brunswick, dedicated to advancing cybersecurity through cutting-edge research, innovation, and education. It collaborates with academia, industry, and government to address cybersecurity challenges, develop next-generation solutions, and train highly skilled professionals in the field. In 2025 CIC established the Cyber Attribution Data Centre (CADC) that is designed to be a national leader in cyber threat attribution. The centres core mission is to identify malicious cyber actors by gathering data from diverse sources and employing advanced cyber attribution intelligence analytics.

What We Offer

Full-time | 3-Year Term | Fredericton | On-Campus

Standard Work Hours: Mon - Fri | 7:45 am - 4:00 pm | 36.25 hours per week (Summer Hours)

Additional Working Conditions

• A criminal history and security clearance check is required.
  
  

Salary Range: $23.48 - $27.26 per hour

YOUR FOCUS

Reporting to the Executive Director, the Secretary PL4 (Administrative Assistant) provides administrative support to the Associate Director and Deputy Director of CADC to ensure smooth office operations. This position provides accurate and organized administrative records such as areas as human resources, payroll, subscriptions, memberships for the institute.

• Provide administrative support to the Associate Director and Deputy Director of CADC.
• Manage CIC records to ensure smooth office operations.
• Handle daily administrative tasks, maintain accurate records, and support the organization's operational needs.
• Organize CIC files, photocopy documents, handle incoming and outgoing mail, enter data, prepare correspondence, and manage records.
• Schedule meetings, take minutes, and ensure follow-up action items are completed.
• Maintain office supplies inventory and perform various office duties.
• Book conferences and travel arrangements in accordance with UNB travel policy and procedures.
• Record administrative transactions and monitor for accuracy, including tracking invoices, purchase orders, receipts, and other financial data in the UNB accounting system, Colleague.
• Prepare and file administrative documents accurately.
• Ensure timely payment processing and track accounts payable and receivable, including managing invoices, payments, and receipts.
• Balance accounts and resolve discrepancies.
• Process invoices and subscriptions to online software.
• Assist with faculty and staff recruitment by liaising with People & Culture and the Faculty of Computer Science, corresponding with applicants, preparing interview Documents, coordinating interview logistics, and processing staff change forms.
• Maintain confidentiality of records.
• Coordinate site orientation for new members and arrange security screening.
• Prepare and submit job advertisements and assist in the overall hiring and recruitment process to ensure efficient hiring of qualified candidates.
• Serve on CIC committees as assigned by the Associate Director and Deputy Director of CADC.
• Serve as secretary to the CADC Board Members and coordinate communication among members.
• Comply with institute policies and regulations.
• Contribute to institute initiatives.
  
  

What You Bring

• Post-secondary diploma in a related field.
• 3 years of related work experience in an administrative role.
  
  

Additional Strengths

• Bachelor's Degree in Business Administration would be an asset.
• Proficiency in recognized certification in bookkeeping or accounting would be an asset. Such as ICS or other recognized programs approved by Canadian Bookkeepers Association.
• Proficient in Microsoft Office Suite (Word, Excel, Teams, PowerPoint) and other office technologies.
• Experience with SharePoint administration and strong technical aptitude.
• Strong organizational, analytical, and problem-solving skills with excellent attention to detail.
• Experience handling confidential information with discretion.
• Ability to manage multiple tasks in a fast-paced, dynamic environment.
• Effective communication skills in English (written and spoken); French is an asset.
• Strong interpersonal skills and the ability to work both independently and collaboratively.
• Professional, courteous, and responsive in all interactions.
• Event planning experience, including booking venues, coordinating catering, setup, and teardown.
• Familiarity with UNB policies, procedures, and the Colleague system is an asset.
• Experience with reviewing and maintaining website and marketing materials for accuracy.