Mount Allison University Looking for Administrative Assistant at Sackville, NB Full Time

Reporting to the Director of Information Technology, the Administrative Assistant provides administrative support to the Department. Duties include word processing, maintaining filing systems, keeping accounting records, maintaining several databases, arranging cell phone purchases, and help

Position Responsibilities

• Type correspondence and other departmental materials.
• Maintain departmental filing systems by organizing and adding new files and updating current files.
• Assist the IT Steering Committee with agendas, minutes, reports and website.
• Complete time sheets and forward to Payroll.
• Order office supplies and other materials as required.
• Coordinate shipping and receiving for the department.
• Maintain departmental web site.
• Maintain Software licenses and sign out software and software keys for installation.
• Maintain certain databases including software, computer, network equipment and parts inventories as well as software site license agreements.
• Coordinate setup of new personal computers by contacting users and entering work tickets.
• Support various software packages and train users in their use (MS Office, MS Exchange, QAS, etc)
• Administer university cellphone contract, policies and services, which may include taking occasional after hours emergency calls
• Coordinate phone bills and interactions with incumbent telephone service provider.
• Maintain a record of departmental operating expenditures and reconciles records with monthly reports from Financial Services.
• Invoice for AV services and billable work orders.
• Does P-card purchasing of various items and reconcile monthly P-card statements.
• Serve as back up to Help Desk Analysts during the absence of staff by taking calls, entering work order information, solving problems and referring calls to the appropriate person.
• Support technicians with well-supervised tasks such as imaging computers, installing software, etc. when required.
• Conduct safety inspection for the Bennett building
• Perform other related duties as assigned.

Qualifications/skills

• A high school diploma and a one or two year course in secretarial studies or office management as well as a minimum of one year of related experience
• Demonstrated proficiency in word processing, spreadsheet packages, as well as experience in website updating and maintenance
• Excellent facilitation skills, incl. ability to train others on MS and other software
• Excellent organizational skills and attention to detail
• Excellent written and spoken communication skills
• Demonstrated professionalism and interpersonal skills grounded in tact, diplomacy and customer service
• Ability to work independently with minimum of guidance and within a team
• Previous experience working in a technical environment would be an asset
• Availability to respond to occasional after hours emergency calls

If you are interested in the challenges and opportunities that this position has to offer, please forward your application to: Human Resources Department, Mount Allison University, 65 York St., Sackville, NB E4L 1E4 Fax: (506) 364-2385, e-mail: [email protected]

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Visit our website at www.mta.ca/employment for other employment opportunities at Mount Allison University or to register to receive e-mail notification of new opportunities.

Mount Allison is committed to diversity and inclusiveness. We encourage applications from members of racialized communities, Indigenous persons, persons with disabilities, and persons of all sexual and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.