Administrative Coordinator

UNB Geodesy & Geomatics Engineering; New Brunswick; On-site; CAD 50,000 - 69,000; Full time

Job summary

A university department in Saint John, NB seeks an Administrative Coordinator to manage administrative functions of a complex nature. The role requires 3+ years in administration, preferably in a university. Key responsibilities include budget management, scheduling, and serving as the first point of contact for students. The position offers a competitive salary and comprehensive benefits including health and dental insurance, paid time off, and a pension plan.

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Pension plan

Life Insurance

Disability Insurance

Employee Assistance Program

Tuition Aid

Qualifications

• Minimum 3 years of administrative experience, preferably in a university environment.
• Ability to work independently in a busy office environment.

Responsibilities

• Act as first point of contact for students reaching out to the Dean's office.
• Maintain the Dean's schedule and organize meetings.
• Prepare reports and correspondence for Faculty Council meetings.
• Monitor all budgets within the Dean's office.
• Coordinate administrative processes for recruitment activities.

Skills

Independent judgment

Proficient in Microsoft Office

Ability to maintain confidentiality

Education

Certificate in Office Administration

Bachelor's degree (asset)

Tools

Colleague

Job description

Overview

Discover The Opportunity – Saint John, NB. Administrative, Experienced, Full-time position.

Compensation: $50,245 - $68,479 / year. Competition Number: #134-25.26.

Closing Date: February 4th, 2026 at 4:00 PM.

Benefits

• Health Insurance
• Dental Insurance
• Paid Time Off
• Pension plan
• Life Insurance
• Disability Insurance
• Employee Assistance Program
• Tuition Aid

Faculty Context

FACULTY OF SCIENCE, APPLIED SCIENCE & ENGINEERING

The Faculty of Science Applied Science & Engineering is comprised of five departments with approximately 60 full time continuing and term faculty members, 11 staff and approximately 15 Contract Academic Employees Annually.

What We Offer

• Full-time | Continuing | Saint John | On-Campus

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

Salary Range: $50,245 - $68,479 per annum

Your Focus

Reporting to the Dean of the Faculty of Science, Applied Science and Engineering, the Administrative Coordinator is responsible for administrative functions of a complex and confidential nature, requiring independent judgment, initiative and discretion based on a thorough knowledge of the administrative structure of the University and the Collective Agreements. This is the sole administrative support position in the Dean's office and coordinates all administrative tasks, including budgeting.

• Act as first point of contact for students who are reaching out to the Dean's office, utilizing initiative and proactive judgment to address questions, handle urgent situations and provide proper direction.
• Maintain the Dean's schedule by making appointments, organizing meetings, and booking travel arrangements.
• Prepare reports and correspondence including Faculty Council packages, attend and act as recording secretary at Faculty Council, and any other committees/meetings as directed by the Dean, including search committee meetings.
• Ensure all items and motions passed at Faculty Council are directed accordingly and follow up on implementation.
• Advise the Dean and faculty on UNB policies and procedures related to administration.
• Coordinate timetable submissions with departments and curriculum items to ensure timely submissions.
• Ensure submission deadlines for all awards and funding competitions that require Dean's approval are met.
• Monitor all budgets within the Dean's office.
• Prepare journal entries, budget entries, travel claims, personal reimbursements, purchase requisitions, hospitality forms, open account forms and petty cash claims.
• Manage PCard purchases effectively and responsibly.
• Review and verify all financial documents requiring Dean's approval for accuracy and conformity to policies and procedures.
• Advise Dean on UNB polices and procedures related to budgets, finances and procurement.
• Complete year end reconciliation of accounts.
• Coordinate the administrative process for recruitment activities for faculty hires, process hiring forms, complete job postings, etc.
• Advise CAE's with multi-year appointments when a stipendiary teaching assignment becomes available.
• Coordinate the administrative process for assessments of full-time faculty for reappointment, promotion, tenure and sabbatical leaves.
• Track and provide notification for renewable term appointments.
• Train and support administrative assistants, provide advice and guidance on university policies and procedures.
• Oversee the Let\'s Talk Science outreach program including hiring the coordinators, ensuring outreach activity is taking place and liaising with National office.

What You Bring

• Certificate in Office Administration.
• Minimum 3 years of administrative experience preferable in a University environment.

Additional Strengths

• Bachelor's degree is an asset.
• Ability to maintain composure and professionalism at all times.
• Ability to maintain a high level of confidentiality and discretion.
• Ability to work independently in a busy office environment with frequent interruptions and changes.
• Proficient in Microsoft Office.
• Experience working with Colleague is an asset.
• Ability to handle parallel priorities and projects.