Office Manager

UNB Geodesy & Geomatics Engineering; Fredericton; On-site; CAD 53,000 - 73,000; Full time

Job summary

The University of New Brunswick is seeking an Office Manager for its Office of the President. This full-time, on-campus role involves managing the Chief of Staff's schedule, overseeing operations, and providing high-level executive support to university leadership, all while fostering a collaborative work environment. Ideal candidates will have significant office management experience and possess strong interpersonal and organizational skills.

Benefits

Full pension

Three weeks of vacation annually

Employee and Family Assistance Program (EFAP)

Dental, life, and health insurance

Qualifications

• 7-10 years' experience in an office environment.
• 3-5 years experience as an office manager or administrative coordinator.
• Experience in analyzing and monitoring financial data.

Responsibilities

• Oversee the Chief of Staff's schedule and manage day-to-day operations.
• Act as the primary contact for inquiries directed to the Office of the President.
• Manage financial tracking and analysis, and prepare financial reports.

Skills

Interpersonal skills

Communication skills

Organizational skills

Flexibility

Technical aptitude

Education

Post secondary degree or diploma in Office Management

Tools

Microsoft Office

Job description

Closing Date : June 24, 2025 at 4 : 00 PM

Office of the President

The Office of the President at the University of New Brunswick (UNB) is seeking an exceptional individual to join a dynamic team that drives the strategic vision and mission of the university. As the central hub of leadership and coordination, the office plays a pivotal role in aligning all university activities with UNB's core values, supporting academic and administrative excellence, and representing the institution to external partners including government, industry, and the broader community.

WHAT WE OFFER

Full-time | Continuing | Fredericton Campus| On-Campus

UNB is committed to ensuring employees can maintain a healthy work-life balance.

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

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

Additional Working Conditions :

• Occasional travel between both campuses may be required.
• Use of a university cell phone during off hours to accommodate emergencies or support.

Salary Range : $53,301 - $72,644 per annum

YOUR FOCUS

Reporting to the Chief of Staff, the Office Manager is responsible for the oversight, management and preparation of the schedule for the Chief of Staff including meetings and travel as well as day-to-day operations and administration related to the functions of the Office of the President, ensuring alignment with the unit's objective in support of UNB's mission and strategic vision. The position ensures the many university functions, processes, and communications that run through the office are conducted seamlessly, while also focusing on emerging priorities, Issues, and crises. This position works independently and requires sound judgement and an ability to work under challenging time constraints due to the many priorities placed on the Office of the President. The incumbent must be capable of working in a fast-paced environment with constant changes, high volume of work and ever-evolving priorities.

Position summary :

• Ensure the Chief of Staff is fully prepared for meetings by coordinating logistics, preparing agendas and materials, arranging technology and catering, and managing attendee communications.
• Act as the primary point of contact for a high volume of inquiries directed to the Office of the President, many of which are complex, sensitive, or confidential in nature. This requires exceptional diplomacy, discretion, and sound judgment.
• Provide high-level executive support to senior leadership within the Office, including the Chief of Staff, Special Advisor to the President (Government Relations), Associate Vice President Indigenous Engagement, Human Rights Office, and the President.
• Manage and maintain a robust system for tracking tasks, priorities, and emerging issues to ensure timely and effective follow-up and resolution.
• Serve as the lead financial administrator for the office, overseeing financial tracking and analysis, preparing detailed financial reports, processing invoices, and reconciling procurement card transactions. This includes managing complex and frequently changing travel and expense claims for multiple team members.
• Support the Chief of Staff in the development and monitoring of the annual operating budget, as well as the strategic use of trust and endowment funds. Maintain accurate and organized financial records.
• Draft and prepare executive-level correspondence and briefing materials for the President and Chief of Staff.
• Provide backup support to the Executive Assistant during absences and peak periods, ensuring continuity of operations and service excellence.

WHAT YOU BRING

• Post secondary degree or diploma in Office Management.
• 7-10 years' experience in an office environment, 3-5 years experience as an office manager, administrative coordinator, or financial coordinator.
• Experience analyzing and monitoring financial data; interpreting and applying policy; developing systems and processes in an office environment; preparing executive level correspondence; and managing office and technical equipment.
• This position requires a high degree of flexibility, including availability outside of standard working hours, as team members are frequently called upon to assist with time-sensitive matters, emerging issues, and crisis management.

Additional Strengths :

• Exceptional Interpersonal and communication skills with ability to work with a wide variety of people at all levels of the organization.
• Strong technical aptitude; intermediate to expert level proficiency in Microsoft office.
• Superior organization skills; able to work with a high attention to detail despite frequent interruptions and competing demands / changing priorities.

Additional Information

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, PROFESSIONAL AND TECHNICAL GROUP (APT)

This position is part of the non-union Administrative, Professional and Technical (APT) group.

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.

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