ADS Level 7 - Administrative Assistant - Office of the Dean of Science - Faculty of Science

University of Prince Edward Island View all jobs

  • Charlottetown, PE
  • $67,847-74,483 per year
  • Permanent
  • Full-time
  • 2 days ago
  • Apply easily
The Dean of Science requires an Administrative Assistant to provide administrative and operational support to the Dean and Faculty. The successful applicant will report directly to the Dean and will provide senior level administrative support in an efficient and timely manner. This is a multifaceted and challenging role which includes a variety of tasks.The Faculty of Science offers undergraduate and graduate programs in five departments, two schools, and a number of articulated and stand-alone programs.RESPONSIBILITIES:The successful applicant will:
  • Provide first point of contact service for inquiries to the Dean
  • Manage the office
  • Provide general administrative support to the Dean, including financial, personnel, and administrative functions
  • Coordinate the Dean's agenda by arranging calendar appointments, meetings and travel
  • Provide advice to the Dean on organizational matters related to the office of a senior administrator
  • Maintain confidential files
  • Help coordinate the recruitment of new faculty, staff, and sessional lecturers
  • Track sessional contracts and term appointments to ensure compliance with budget allocations and with the Faculty Association Collective agreement
  • Assist the Dean in managing the budget for the Faculty
  • Assist the Dean in monitoring and maintaining up-to-date records of faculty and staff
  • Ensure the completion and submission of all related Human Resources/Accounting forms
  • Coordinate the ordering and tracking of supplies and equipment
  • Assist with duties which include arranging and planning events on behalf of the Dean and Faculty
  • Coordinate student recognition and events such as certificates for the Dean's List, the Meet your Faculty event for Welcome Week, and Faculty of Science Fall Open house event
  • Liaise with other Faculties and administrative offices on and off campus
  • Perform other duties as required
QUALIFICATIONS:Successful applicants will possess:
  • An appropriate post-secondary program with at least five (5) years related work experience and/or a combination of education and related work experience. A university degree would be considered an asset
  • Strong organizational and time management skills
  • Ability to multitask in a fast-paced environment
  • Attention to detail in an environment where errors can have severe consequences
  • Experience working with budgets
  • Experience with UPEI's financial management and procurement systems would be considered an asset
  • Excellent interpersonal, collaborative, and both oral and written communication skills
  • Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
  • Strong computer skills and proven efficiency in Microsoft Office and Google software packages including Google Docs, Google Sheets, Google Drive and Google Sites; MS Word, MS Excel, MS Outlook, MS Teams, MS OneDrive, Foxit PDF
  • Ability to work with minimal supervision and familiarity with a university environment would be considered assets
  • Experience working in a unionized environment and familiarity with UPEI Collective Agreements would be considered assets
  • Familiarity with UPEI systems including myUPEI would be considered an asset
  • Adaptability and flexibility in a variety of situations
Application Instructions:Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link below.If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, . Applications will not be accepted via email.Only those applicants who are invited to an interview will be acknowledged.Note that this site is not compatible with some mobile browsers (e.g. iPad, iPhone). Upon successful submission of your application, you will receive an auto-reply to your email address advising your application has been received. If you do not receive an email, please check your spam folder and/or try submitting your application via a different web browser (Google Chrome, Firefox, etc).

University of Prince Edward Island