administrative assistant

Mount Allison acknowledges, honours, and respects that the land named Sackville, NB is part of the unceded territory of the Mi'kmaq People who are the historic inhabitants, custodians, and dwellers on the land where our University is built and confirms its commitment to strengthening relationships with all Indigenous people.Position title: Administrative AssistantDepartment: Student Affairs (Wellness Centre)Type: Full-time continuing eight-month sessional positionOpportunity type: Non-academicClassification: MASA Grade 6Salary range: $49,086 to $54,015 per annumSalary Range Extra Information: Based on an 8-month work period in the current year, the salary for this appointment will be $32,724 to $36,010Supervisor's title: Director of Accessibility and Student WellnessHours of work: 35 hours per weekPosted date: August 19, 2026Closing date: August 31, 2026Position descriptionReporting to the Director of Accessibility and Student Wellness, the incumbent provides administrative support to the staff at the Wellness Centre. Duties include performing receptionist services; scheduling new and follow-up visits; responding to phone inquiries; stocking and managing medical/office supply inventory; managing the schedules for the Wellness Centre staff as well as supporting external service providers; scheduling diagnostic appointments and external physicians' offices/hospital appointments; handling incoming and outgoing mail; faxing and scanning. The incumbent also helps maintain the Wellness Centre website.Position ResponsibilitiesPerform receptionist duties by responding to phone and e-mail, as well as in-person inquiries while also directing these inquiries as appropriateProvide and explain appropriate intake forms to students who are seeking services from the Wellness CentreOrganize doctors clinics' scheduling, ensuring that insurance paperwork is completed correctly, collecting physician's fees, and issuing receiptsPrepare lab forms, label swabs/samples, deliver/pickup results/supplies to Sackville Memorial hospital lab daily, and collect mail from hospital mailroomIn some cases, may be required to screen inquiries as to the degree of urgency and/or seriousness of service requiredPerform secretarial duties by typing, photocopying, faxing, scanning correspondence, processing mail, and keeping track of charts that are waiting for incoming lab results/hospital notesMaintain petty cash flow, issue receipts, and send monthly reconciliation to Financial ServicesMaintain scheduling for nurse, physician(s), counsellors, and other staff utilizing current software platformMaintain filing systems to the degree which is required by the NB Privacy ActMaintain a high degree of confidentialityMaintain and organize the Wellness Centre waiting area, and prep treatment rooms between patientsOrder office supplies and medical supplies as neededMaintain Wellness Centre website when neededPerform other related duties as requiredQualifications/skillsHigh School DiplomaA diploma or training in administrative support (a diploma in medical administration would be considered an asset).Holding or willing to obtain a certificate in Mental Health First AidMinimum of one year related experienceKnowledge of data entry onto spreadsheets, power point preparations as well as OutlookAbility to work independently with excellent organizational and communication skillsAbility to work with a diverse population and students at-riskCompetent in Microsoft Office suite (Word, Excel, Power Point, and Outlook)Willingness to be trained and receive Certification in Biological Substances Category BKnowledge of or experience using booking software (e.g. Jane) would be considered an assetOnly those already eligible to work in Canada need apply. We thank all applicants for their interest; however, only those selected for an interview will be contacted.Application materials will be collected for recruitment purposes only and handled in accordance with the University's privacy and record Location Sackville , NB Work location On site Salary $ 32,724 to $ 36,010 YEAR annually Terms of employment Permanent employment Full time Starts as soon as possible vacancies 1 vacancy Source CareerBeacon #MB2608197435 Various locations Sackville, NB