Departmental Assistant

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The Opportunity

Reporting to the Dean of Humanities and Dean of Social Sciences, the Departmental Assistant provides administrative, secretarial, and clerical support for all faculty members in the Criminology, Criminal Justice, Gerontology, Great Books and the Native Studies departments (as well as Fine Arts on a temporary basis). The Departmental Assistant also provides administrative support to the Canada Research Chair (CRC) when applicable and assists other university departments as needed.

What you'll do

Responsibilities

• Develops office practices and procedures to contribute to the productivity and efficiency of the office.
• Types correspondence, minutes, reports, etc., from written drafts. Composes and types routine letters and memorandums from general instructions. Edits correspondence and reports. Materials may be confidential in nature.
• Assists faculty members with preparation of course materials which includes typing course outlines and photocopying materials for distribution to students.
• Maintains manual filing system and computerized filing system of word processing files. Enters, manipulates and retrieves data to prepare specialized reports as requested.
• Keeps up-to-date schedule of faculty office and class hours; schedules meetings and circulates agenda and minutes, as required.
• Organizes and expedites flow of work through the office and initiates follow-up action.
• Acts as receptionist, answering the telephone, relaying messages, and dealing with faculty, visitors and students.
• Distributes, copies, and tracks incoming mail; organizes outgoing mail, couriers, faxes, etc.
• Updates and in some instances, creates departmental and faculty websites.
• Assists faculty members with conference organization as required (constructing mailing lists, arranging catering and facilities, etc.)
• Prepares promotional materials (newsletters, posters, etc.) for faculty sponsored events and organizations from specific instructions.
• Maintains computerized spreadsheet/ledgers of Criminology, Gerontology, Great Books and the Native Studies departments (as well as Fine Arts on a temporary basis). departmental budgets and submits reports to department heads as required.
• Operates and assists others with the operation of office equipment.
• Performs related duties for other academic departments when required.

What you'll need

Qualifications

• Graduate of a recognized, relevant, community college or university program combined with a minimum of two years of experience in a professional, automated office environment, or an equivalent combination of education and experience.
• Knowledge of administrative practices and processes relating to academic departments.
• Experience in using word processing and spreadsheet programs.
• Good communication and interpersonal skills.
• Initiative and ability to organize and complete work assignments.
• Knowledge of modern office equipment, processes and techniques.

We're looking for

Core Skills

Organizational Skills Interpersonal Skills Communication Skills Microsoft Office Applications Word Processing Administrative Practices

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A Little Bit About Us

St. Thomas University

St. Thomas University

Founded in 1910, St. Thomas is a primarily undergraduate university located in Fredericton, NB. With an enrolment of 1,700 students, STU offers Bachelor of Arts and Bachelor of Social Work degrees for undergraduates, in addition to distinctive program opportunities like the Bachelor of Arts (Aviation Stream), the Mi’kmaq and Wolastoqey Bachelor of Social Work, and the Bachelor of Applied Arts. For those interested in post-degree or graduate studies, St. Thomas offers a Bachelor of Education and a Master of Social Work.

Professors are distinguished scholars, authors, and commentators, and provide an outstanding education to their students. STU outperforms the Canadian university average for effective teaching, a supportive environment, student-faculty interactions, and higher order learning (National Survey of Student Engagement). Students report greater gains in critical thinking, writing, and problem solving when compared to the national average (CUSC Survey of First-Year Students). The university holds Canada Research Chairs in global and transnational studies and in physical culture and social life, as well as a health research chair in community health and aging.

Mission

St. Thomas University prioritizes teaching and learning so that each student is prepared for personal and career fulfillment. Through leading programs informed by our humanistic approach and opportunities for experiential education, we offer a robust and inclusive learning community that fosters connections across academic disciplines and emerging scholarly areas. On our beautiful campus, supportive faculty and staff create the ideal place for discovery and possibility. Each St. Thomas student is empowered to think independently, communicate effectively, and act responsibly. Meaningful contributions to the communities we serve locally, nationally, and globally are made today, through our teaching and research, and tomorrow, through the success of our alumni.

Vision

St. Thomas University commits to become the leading choice for students seeking a holistic university student experience.

Are you interested?

Work With Us

• Frequent need to concentrate when typing.
• Regular requirement to work under pressure to meet deadlines.
• Frequent interruptions from faculty, students, and telephone calls.
• Awareness of a variety of activities which are proceeding simultaneously.
• Conflicting demands may cause stress.
• Support of the smaller programmes may be reallocated depending on the size and physical location of the programme and its people.