Program officer Jobs in Saint John, NB

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The Opportunity

New Brunswick Community College (NBCC) is committed to transforming lives and communities. The College is currently seeking a dynamic and competent individual for the position of Collective Leadership, Administrative Assistant (ASL 4). When you work at NBCC, you are a valued team member and a part of a community of leaders who are driven by learning excellence and social and economic development.

Position Type: Term

Duration: May 2026 to May 2027

Location: Saint John

Salary Range: $1,822.00 and $2,202.00 bi-weekly

What you'll do

Responsibilities

Reporting to the Facilities Manager, the Administrative Assistant is key to the efficient operation and reporting required of Facility & Ancillary Services (FAS) providing budget support, tracking of documents and health and safety program support.

Responsibilities include, but not limited to:

BUDGET SUPPORT

• Preparing monthly financial reports
• Preparation of bank deposits and cash management daily and monthly for revenue of the Bookstore, Student Services, Cafeteria commissions, vending machines and facilities recyclable fund.
• Assisting with budget adjustments as needed.
• Assisting with budget development and tracking - Operational, One-Time Spending projects.
• Assisting with purchasing system, EPR creation, purchase card tracking, petty cash purchases and payment of invoices
• Invoicing room bookings and insurance costs to external clients
• Responsible for running budget reports and communicating any unusual activity with the Facilities Manager. This will also include investigation into the irregularities and providing information to the Facilities Manager.

DOCUMENT TRACKING SYSTEM

• Maintaining records of vehicle maintenance - inspections, insurance, documentation, service appointments, routine scheduled maintenance
• Maintaining records of third-party liability insurance information from external clients renting space, liaise with corporate contact, ensure clients are invoiced for costs
• Filing documents such as lease agreements, MOU's, procurement documents, etc.
• Managing sign-in/sign-out of building keys daily, and permanent use
• Managing various room rental requests and bookings from internal and external clients. Prepare rental agreements, ensure custodians are aware for cleaning purposes, create tickets to IT department for events. Ensure security is aware for building access, order meals as required, send our Teams meeting requests as needed.
• Maintaining floor plans and documentation
• Managing some vehicle bookings at various locations.

HEALTH AND SAFETY PROGRAM SUPPORT

• Supporting the Health and Safety Program.
• Participating in Wellness Committee
• Recording and tracking Health and Safety related items - JHSC minutes, incident reports, WorksafeNB documentation.
• Tracking safety training required for staff (first aid, WHMIS etc.).
• Recording minutes of meetings.
• Ensure safety boards are up to date, printing and posting signage as required and providing follow-up on action items discussed during meetings.

GENERAL ADMINISTRATION

• Preparing correspondence.
• Keeping both the event calendar and vacation calendar up to date.
• Updating the telephone list, locations page and emergency contact list on NBCC@Work.
• Event coordination/support. Prepare tickets to support event, to Custodians, IT and any other department involved to support event, decorate and arrange tables, etc.
• Document and facilitate Employee Engagement with Facilities Manager.
• Liaison with Cafeteria Services, security, etc.
• Attending and taking minutes at FAS meetings.
• Scheduling meetings for Facilities Manager, coordinating with other NBCC departments, staff and external partners as needed.
• Train as backup for Bookstore, receiving & ASL2, etc. (Cross train as key support role).

What you'll need

Qualifications

Education & Experience:

• A minimum of a high school diploma plus a one (1) year post-secondary program in a related field and a minimum of five (5) years of related work experience or, high school diploma plus a 2-year diploma in a related field of study and four (4) years of related experience.
• Some supervisory experience may be required.
• An equivalent combination of training and experience may be considered
• Excellent written and verbal communications skills
• Proficient with Microsoft Office Suite.

Professional Skills:

• Ability to maintain a high degree of professionalism and confidentiality.
• Demonstrated problem-solving skills, analytical ability, and innovative thinking.
• Self-motivated, service and results oriented.
• Ability to work under pressure in a fast-paced environment.
• Demonstrated ability to work effectively independently and within a team.
• A desire for continuous learning and growth.
• Candidates must possess a valid Driver's License as travel will be required.
• Preference may be given to candidates who have experience working in a post-secondary environment.

Candidates must clearly demonstrate how they meet these qualifications on their resumes.

Other combinations of education and experience may be considered as equivalent. Subject to competition response, the minimum qualifications may be raised.

All applicants must be eligible to work in Canada at the time of application.