Secretary PL4

University of New Brunswick

Closing Date: December 02, 2022 at 4:30 PM

We thank all those who apply; however, only those selected for an interview will be contacted.


Full-Time 18-Month Term Fredericton

Standard Work Hours:

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

Salary Range:

$20.45 – $23.75 per hour

Why Choose UNB?

UNB offers a large variety of benefits for employees, including a full pension, minimum three weeks of vacation annually, the Employee and Family Assistance Program (EFAP), and dental, life, and health insurance.


Reporting to the Associate Dean (Graduate Programs) and Dean of Education, the incumbent will provide administrative functions and contribute to the day-to-day activities within the graduate office in the Faculty of Education. The position involves active engagement with faculty members, contract academic instructors, and graduate students.

  • Provide initial contact for Graduate Programs office for faculty, staff, students, prospective students, and the general public, including drop ins, phone calls, emails, manage notices to graduate listservs, etc.
  • Process applications to MEd and PhD programs, prepare acceptance letters for new students, ensure students’ program requirements are met for graduation and conduct final review of graduation list.
  • Maintain and update official student files and databases, the graduate student handbook, CAI handbook, and graduate website.
  • Liaison with School of Graduate Studies and Financial Services regarding student applications and programs.
  • Communicate regularly with students regarding add/drop dates, fees, upcoming events, etc.
  • Assist with special events (graduation receptions, orientation, etc.).
  • Assist with timetabling, post courses to the timetable for fall, winter, and summer terms and process course cancellations and changes in delivery mode.
  • Prepare and submit forms (e.g., change of status, completion forms, program transfers, new courses).
  • Organize MEd proposal presentations and thesis defenses and complete related paperwork.
  • Coordinate the hiring of contract academic instructors.
  • Manage international and special local cohorts, including arrange courses, maintain student databases, and consult with international partners regarding student progress and completion of degree requirements
  • Process research ethics applications, yearly progress reports, and assist with research ranking report.
  • Participate in regular Graduate Academic Unit, Graduate Studies Committee, and office meetings.


  • Post-secondary diploma in a related field.
  • Minimum of 3 – 5 years’ related experience preferably in an academic setting.

Additional Strengths

  • Ability to multitask, work at a rapid pace with accuracy, analyze and solve problems, make decisions, meet deadlines, and deal with distractions.
  • Ability to work both cooperatively and independently with minimal supervision.
  • Friendly and flexible, with experience working with clients/customers, particularly in a cross-cultural environment.
  • Proficiency with the Microsoft suite of applications; knowledge of UNB’s Colleague system would be an asset.


This position is part of the UNIFOR, Local 4504 employee group and falls under the SALAC Collective Agreement.

UNB is situated on the unceded territory of the Wolastoqiyik and Mi’kmaq peoples along the banks of the beautiful and bountiful Wolastoq river, a region recognized worldwide for its natural beauty. UNB is a comprehensive university with a long history of excellence in teaching and research.


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.

Apply Now
To help us track our recruitment effort, please indicate in your cover//motivation letter where ( you saw this job posting.

Leave a Reply