The Registrar’s Office and Student Experience Hub is seeking an administrative support person to provide senior level administrative and operational support to the Associate Vice President Students (AVPS) and Registrar. This is a multifaceted and challenging role which includes a variety of tasks. Located within the Student Experience Hub, the AVPS Registrar’s office encompasses UPEI’s Recruitment, Admissions, Registration, Records, Student Affairs, Accessibility Services, International Student Office, Experiential Learning, Office of Study Abroad & International Placements, and Office of Professional Development units.

RESPONSIBILITIES:

• Assist the AVPS Registrar with a wide range of inquiries and provide first point of contact service for general inquiries
• Provide general administrative support to the AVPS Registrar, including financial, personnel, and administrative functions
• Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
• Coordinate the AVPS Registrar’s agenda by arranging calendar appointments, meetings, and travel
• Assist in monitoring and maintaining up-to-date records for all reporting staff members
• Ensure the completion and submission of all related Human Resource /Financial forms    
• Record, track and maintain AVPS Registrar’s ongoing fee-for-service contracts, liaising with the UPEI Contracts and Insurance Office
• Assist in maintaining and monitoring all Student Experience Hub budgets
• Process all internal and external requisitions and maintain and monitor all financial expenditures and records
• Monitor, triage and respond to inquiries and requests via the Student Support/Registrar's Office ticketing system (iTop)
• Coordinate the ordering and tracking of supplies and equipment
• Assist with duties which include arranging and planning events, eg. Senior Class Awards, Convocation, exams
• Update and maintain all Registrar’s Office student forms, both hardcopy and electronic
• Maintain Registrar’s Office staff directory, vacation calendars, general calendars, Dalton Hall phone tree
• Maintain confidential files
• Prepare the AVPS Registrar’s correspondence and reports
• Maintain and process student administrative appeals and communications
• Record and track student academic dishonesty instances
• Provide advice to the AVPS Registrar on organizational matters related to the office of a senior administrator
• Perform other related duties as required

QUALIFICATIONS:

• Post secondary education with at least 5 years’ experience in an administrative support role, preferably in a university environment or equivalent combination of education and experience
• Strong organizational and time management skills
• Excellent interpersonal, collaborative, and both oral and written communication skills
• Demonstrated commitment to valuing equity, diversity and inclusion and contributing to an inclusive working and learning environment
• Culturally competent communication and cross-cultural understanding
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Experience and demonstrated competency using various software programs such as Microsoft Office, Outlook Mail & Calendar, Word, Excel, Google Docs and Internet (must be able to search for required information)
• Ability to work with minimal supervision
• Familiarity with a university environment and with UPEI’s Colleague Student Information System and room booking software would be considered an asset
• Adaptability and flexibility in a variety of situations