ADS Level 6 - Administrative Assistant - School of Nursing

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Thursday, November 24, 2016
Date of Posting: 
November 17, 2016
School of Nursing
ADS Level 6 - Administrative Assistant
Full-Time Permanent Position
Hours of Work: 

37.5 hours per week 

$50,347 to $55,378 per annum as per CUPE 1870

The School of Nursing is seeking 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 School of Nursing offers a four-year BScN, a 23-month Accelerated BScN undergraduate programs and a Masters of Nursing. Our graduates leave with knowledge, skills, and competencies to be successful in the health care environment. 


The successful applicant will:
• Assist the Dean with a wide range of inquiries and provide first point of contact service for inquiries to the Dean
• Provide general administrative support to the Dean, including financial, personnel, and administrative functions
• Coordinate the Dean’s agenda by arranging calendar appointments, meetings, travel
• Assist the Dean in monitoring and maintaining up-to-date records of faculty and staff
• Liaise with program/course coordinators in the scheduling of timetables and course assignments
• Help co-ordinate recruitment of new faculty, staff, sessional lecturers, student assistants
• Maintain the sessional roster for the Faculty
• Assist the Dean in maintaining and monitoring Faculty budgets
• Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
• Assist with duties which include arranging and planning events
• Coordinate the general administrative workload of the office
• Maintain confidential files
• Coordinate the ordering and tracking of supplies and equipment
• Ensure the completion and submission of all related Human Resource /financial forms
• Coordinate special events on behalf of the Faculty
• Maintain and update a complex records management system
• Prepare the Dean’s correspondence and reports
• Liaise with other Faculties and administrative offices on campus
• Manage and process information required for student files as required 
• Manage student and clinical nursing instructor (CNI) lists for access/modification/ removal to and from Computerized Information System (CIS) as well as organize CIS training sessions for students and CNIs
• Process all internal and external requisitions and maintain and manage all financial expenditures and records
• Experience with Excel spreadsheets and budgets are essential
• Provide support and work in collaboration with the Administrative Assistant to the faculty
• Maintain the School of Nursing website
• Perform other related duties as required


The successful applicant will possess the following qualifications:
• Completion of a post-secondary program in a related office program with at least five years’ related work experience, 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
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Experience and use of microcomputers with various software programs such as Windows, Microsoft Word, Word Perfect, Google Docs, Excel, Access, Drupul, HTML and Internet (must be able to search for required information)
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets
• Adaptability and flexibility in a variety of situations
• Expertise with monitoring budgets is essential

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 posted on the UPEI Human Resources website (

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.

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): 

S. Currie

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