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ADS Level 5 - Administrative Assistant - Office of Academic and Student Affairs - Atlantic Veterinary College

Competition Number:
155E18
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Office of Academic & Student Affairs - Atlantic Veterinary College
Position:
ADS Level 5 - Administrative Assistant
Contract:
Full Time Permanent Position
Hours of Work:
37.5 hours per week 
Salary:
$49,270 to $54,223 per annum as per CUPE 1870

The Office of Academic and Student Affairs is seeking an energetic and motivated person to join its team and provide administrative and operational support. The successful applicant will report directly to the Associate Dean of Academic and Student Affairs and will work alongside two other administrative staff members. The ASA Office manages a comprehensive range of functions relating to the undergraduate DVM program involving curriculum, admissions, student support, and outcomes assessment. The work environment is high-traffic, dynamic and fast-paced with frequently changing demands.

RESPONSIBILITIES:

Under the direction of the Associate Dean of Academic and Student Affairs, the successful candidate will:

•   Provide first point of personal and telephone contact for all inquiries to the Office of Academic and Student Affairs involving the public, faculty, students, and staff
• Prepare professional correspondence for the Associate Dean, enter and retrieve information from existing databases, generate and format reports, monitor and maintain departmental budgets
• Coordinate the Associate Dean’s agenda, including arranging appointments, meetings, and travel arrangements
• Provide administrative support for multiple committees Chaired by the Associate Dean including scheduling, agenda preparation, distribution of materials, minute taking, and tracking of action items
• Liaise with UPEI Scholarships, Awards and Financial Aid and coordinate DVM student awards and manage all donor correspondence
• Liaise with the AVC Dean’s Office to coordinate special events
• Manage and process DVM student academic information and support programs and maintain confidential files
• Coordinate DVM student clinical rotation registrations including administration of external rotation approval process and liaison with external supervising veterinarians
• Liaise with other departments and operating units across campus including ITSS, the Registrar’s Office, and Student Affairs to resolve day-to-day administrative and operational issues
• Assist in all day-to-day operative matters and trouble-shooting in the Office of Academic and Student Affairs
• Perform other projects and duties as required

QUALIFICATIONS:

Applicants should possess the following qualifications:

• Grade 12 graduation and successful completion of a (2) two-year post-secondary program in a related office program, plus a minimum of two (2) years relevant work experience
• Successful completion of a medical terminology course and work experience in a University environment will be considered a valued asset
• Demonstrated organizational abilities, initiative, attention to detail, and flexibility
• Demonstrated ability to prioritize and meet deadlines
• Excellent verbal and written communication skills
• Demonstrated ability to work independently, manage multiple tasks, and actively problem-solve
• Demonstrated ability to build productive relationships in a busy, team-oriented environment
• Demonstrated ability to exercise good judgment and maintain confidentiality
• Comprehensive knowledge and skills in advanced word processing (Microsoft Word), spreadsheet (Microsoft Excel), and presentation applications (Microsoft Powerpoint); as well as proficiency with Google Drive, Google G Suite apps, and Adobe Acrobat
• Familiarity with University regulations and policies will be considered an asset

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 (www.upei.ca/hr). Applications will not be accepted via email.

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.

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.