Administrative Assistant

Position description
Reporting to the Department Head, the incumbent provides secretarial and administrative support in a multilingual environment (English, French, German, Japanese, and Spanish). Duties include performing receptionist services, word processing, photocopying, maintaining filing systems, arranging appointments, maintaining departmental resource materials, keeping accounting records, opening and forwarding mail and e-mail, maintaining electronic office equipment and ordering office supplies and other materials.

Position Responsibilities

Perform receptionist duties by answering the telephone and responding to departmental emails, greeting visitors, responding to inquiries where possible and directing callers and visitors to the appropriate person
Type, research, compile and/or distribute departmental data, multi-lingual correspondence and other departmental materials
Maintain departmental paper and electronic filing systems by organizing and adding new files and updating current files
Maintain and update department and faculty websites
Organize shelves and maintain records of departmental resource materials, and assist with making course packs
Maintain record of departmental operating expenditures and reconcile records with monthly reports from Financial Services
Collect information necessary to prepare student payroll, fill out payroll documents and forward to the payroll office
Arrange appointments and departmental meetings, attend the meetings, and take the meeting minutes, and assist with room scheduling and changes for labs and classes
Pick up, open and forward mail and e-mail for the Department
Order office supplies and other materials such as videos, films and lab materials, and general teaching supplies as required
Oversee the care and maintenance of photocopy machine and other electronic office equipment
Perform monthly building inspections
Assist with coordination of departmental events on occasion
Perform other related duties

Qualifications/skills
High school diploma
Successful completion of a one year course in secretarial program or equivalent
Minimum of one year of related experience in general office administration
Some knowledge of French, German, Japanese, or Spanish
Demonstrated proficiency with MS office Suite
Ability to learn web management software
Excellent organizational and communication skills
Demonstrated professionalism and strong interpersonal skills grounded in tact and diplomacy; willingness to provide friendly and helpful service to the students and faculty
Ability to work independently with minimum of guidance and within a team
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: hr@mta.ca Review of applications will begin on May 26, 2025.

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 ****** and gender identities. We seek candidates with qualifications and knowledge to contribute specifically to the further diversification of our campus community.



At Mount Allison, we are committed to ensuring your interview experience is as comfortable and accessible as possible. If you require any accommodations or adjustments during the interview process, please do not hesitate to inform us. Your needs are important to us, and our dedicated team is here to support you.

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