Administrative Assistant to the Deans

St. Thomas University; Fredericton; On-site; CAD 46,000 - 64,000; Full time

Job summary

St. Thomas University in Fredericton, NB is seeking an Administrative Assistant to support the Deans of Humanities and Social Sciences.

The role provides essential administrative and clerical support by prioritizing tasks and coordinating with staff, faculty, students, and external partners. This permanent, full-time position (35 hours/week) requires strong organizational skills, discretion, and proficiency with Office 365, Teams, and Colleague.

Qualifications

• Post-secondary diploma or degree required with relevant office experience.
• Ability to function independently and exercise good judgment.
• Discretion with confidential information and knowledge of university policies preferred.
• Experience with university HR and procurement processes is an asset.

Responsibilities

• Manage Deans' calendars and meetings, resolving scheduling conflicts.
• Coordinate telephone, mail, email, and in-person inquiries for Deans.
• Prepare letters, reports, and various documents for committees and meetings.
• Assist with HR matters related to part-time academic hiring and contracts.
• Support ITS with timetable site updates and related communications.
• Serve as a professional first point of contact for internal and external stakeholders.

Skills

Communication

Interpersonal skills

Independent judgment

Confidentiality

Office software

Education

Post-secondary diploma or degree

Business School degree

Five years of office experience

Tools

Microsoft Office 365

Teams

Colleague

Job description

Reporting to the Dean of Humanities and the Dean of Social Sciences, the Administrative Assistant provides essential administrative and clerical support by ensuring that the informational, organizational and communication needs of the Deans are met in a timely manner through the effective prioritization of activities and workflow. The position interacts regularly with a diverse array of constituents including staff, faculty, students, and various external stakeholders.

Term: Permanent

Hours of work: Full-Time (35 hours per week); Monday to Friday; 8:30 a.m. - 4:30 p.m.

Classification/Level: B2, Exempt

Salary Range: $46,206 - $63,695

Closing Date: Monday, September 21, 2026

Qualifications

• Post-secondary diploma or degree, Community College degree, or recognized Business School degree combined with a minimum of five years of experienc in a professional, automated office environment, or an equivalent combination of education and experience.
• Ability to function independently and to exercise good judgment.
• Ability to recognize the sensitivity of issues and maintain strict confidentiality.
• Extensive knowledge of collective agreements, university policy, and organizational structure of a university or college would be an asset.
• Ability to organize and complete work assignments in a busy office environment.
• Experience using a variety of software applications, including Microsoft Office 365 products, Teams, and Colleague.
• Excellent communication and interpersonal skills.

WORKING CONDITIONS:

• Regular requirement to work under pressure to meet deadlines.
• Awareness of a variety of activities which are proceeding simultaneously.
• Conflicting demands may cause stress.

Closing date: Monday, September 21, 2026. Candidates are responsible for clearly demonstrating in their cover letters how they meet the requirements of the position. Please note that the selection process may include testing related to the advertised requirements. Candidates will be advised of any testing prior to the interview.

An equal opportunity employer, St. Thomas University is committed to employment equity for women, Aboriginal peoples, members of visible minority groups, and persons with disabilities. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. Candidates must have proof they are legally entitled to work in Canada.

St. Thomas University is situated on the traditional territory of the Wolastoqiyik, Wəlastəkewiyik / Maliseet whose ancestors along with the Mi'Kmaq / Mi'kmaw and Passamaquoddy / Peskotomuhkati Tribes / Nations signed Peace and Friendship Treaties with the British Crown in the 1700s.

© 2023 St. Thomas University. Fredericton, New Brunswick, Canada.

Responsibilities

Given the nature of the Office of the Dean of Humanities and the Dean of Social Sciences, the Administrative Assistant functions independently at times and is expected to exercise good judgment on issues, questions, and problems that arise. The incumbent must have the ability to follow through independently so that tasks and processes are completed in the prescribed timeline.

• Routinely has access to information of a confidential and sensitive nature and must be able to recognize the sensitivity of issues and maintain strict confidentiality.
• Manages the schedule of appointments and meetings for the Deans and resolves scheduling conflicts on a routine basis by identifying high priority requests. The incumbent manages telephone, mail, email, and in-person inquiries on the Deans' behalf, and coordinates arrangements for meetings, travel, and conferences.
• Frequently drafts correspondence and assists with the preparation and drafting of reports, and otherwise relieves the Deans of a variety of office and administrative details.
• Access to and possesses information relating to employer/employee relations, bargaining, employee, and student grievances, etc. The incumbent must have a working knowledge of the full and part-time collective agreements, university policies, and organizational structure of the University and have the ability to accurately interpret same.
• Assists the Deans by gathering required information for the preparation of reports to various committees and is frequently called upon for proofreading of reports, letters, and other printed material, necessitating knowledge of proper grammar, spelling, punctuation, and vocabulary.
• Works with the HR department on matters relating to part-time academic hiring, contracts, seniority, etc. Issues and monitors academic contracts and distributes signed copies to appropriate internal departments and FAUST.
• Works with the ITS department to update and modernize (when necessary) the electronic timetable site and reviews information with the Deans once the site has been closed before sending to the Registrar. Provides training for those using the system.
• Serves as the initial point of contact with individuals from both inside and outside the University, including senior administrators, faculty, staff, students, and government officials. Not infrequently, determines whether these people should more appropriately see someone other than the Deans and will direct them accordingly. In carrying out these functions, as well as others, the incumbent must maintain professionalism and, in many cases, strict confidentiality.
• Serves as the point person/contact for faculty and Access Copyright; submits confirmation forms, tracks, and processes the associated costs and fees and fields questions regarding copying on campus.
• Receives information on academic-related student travel, checks and follows up on information, advises on processes, monitors deadlines, and advises applicants on approvals.
• Assists in the organization of various special projects; e.g., Deans' List Dinner/Reception; Commencement Ceremony, Academic Orientation Day, and Mature/Transfer Student Reception.
• Maintains filing systems and databases. Enters, manipulates, and retrieves computer data to compile statistics and other information as requests in preparing specialized reports, including the use of Informer reports.
• Prepares letters and spreadsheets for distribution to Department Chairs/Programme Directors and Administrative Units.
• Performs other related duties as required.