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

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Friday, October 23, 2015
Date of Posting: 
October 2, 2015
Dean of Science Office - Faculty of Science
ADS Level 7 - Administrative Assistant
Full Time Permanent Position
Hours of Work: 

37.5 hours per week

$53,185 to $58,471 per annum, as per CUPE 1870

Start Date January 2016

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 six departments and also includes the School of Sustainable Design Engineering.


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
• Assist the Dean in monitoring and maintaining up-to-date records of faculty and staff
• Provide advice to the Dean on organizational matters related to the office of a senior administrator
• Help coordinate the recruitment of new faculty, staff, and sessional lecturers
• Schedule and coordinate meetings for all of the Science Administrative assistants
• Track sessional contacts and term appointments to ensure compliance with budget allocations and with the Faculty Association Collective agreement
• Assist with duties which include arranging and planning events
• Maintain confidential files
• Coordinate the ordering and tracking of supplies and equipment
• Ensure the completion and submission of all related Human Resources/Accounting forms
• Coordinate special events on behalf of the Faculty
• Liaise with other Faculties and administrative offices on and off campus and
• Perform other duties as required


Successful applicants will possess:
• An appropriate post-secondary program with at least five 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
• Experience working with budgets
• 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 software packages
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets
• 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. You can also apply in person to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

The University of Prince Edward Island is committed to gender equity in employment. Only those applicants who are invited to an interview will be acknowledged.

Successful Candidate(s): 


UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.
Contact UPEI