Reporting to the Director of Student Affairs, the Administrative Assistant will oversee and manage all daily front desk activities. The position will provide administrative support to the Director as well as members of the Student Affairs team, including counselling and academic support professionals. The nature of this position requires an individual who is keenly aware of the importance of confidentiality and privacy, employs a high level of competency in office-related computer technologies and all online UPEI systems, can work independently, and has exceptional interpersonal skills. The Administrative Support staff will be student centered and provide duties at a high-quality level.

RESPONSIBILITIES:

The successful candidate will:

• Represent Student Affairs as the initial point of contact with students, faculty, and staff to provide general information about Student Affairs and Accessibility Services
• Maintain discretion, confidentiality, and continuity of service for all students
• Respond to telephone, e-mail and in-person inquiries regarding the Department of Student Affairs and the services it provides
• Identify the urgency of appointment requests and prioritize emergencies
• Redirect calls where appropriate and take messages when required
• Welcome and direct students and visitors to the appropriate staff member in the department and other departments throughout the Student Experience Hub, Dalton Hall
• Schedule and rebook student appointments for staff in Student Affairs
• Send reminder notifications to students for appointments
• Direct students to resources and information within Student Affairs and on campus, where appropriate
• Oversee a confidential, secure filing system
• Support the Director of Student Affairs with duties such as: arrange meetings, assist with report writing, arrange travel and conference registrations
• Assist the Director with onboarding of new staff (fulltime and student staff)
• Prepare and submit HR forms
• Book travel (including arranging airfare, hotels, car rentals, etc.); conference registration for department members and process expense and travel claims
• Process vouches and requisitions for payment to vendors via UPEI’s financial system and, reconciliation of department credit cards
• Manage petty cash and submit invoices
• Order supplies and purchase equipment as required; maintaining a stock of stationery and office supplies
• Photocopy, file and process incoming and outgoing mail
• Assist staff with the organization of rooms for meetings and special events
• Maintain file cabinets and archive old documents, as appropriate
• Provide website maintenance
• Provide backup for Administrative Support staff of Accessibility Services when required
• Supervise, schedule and approve hours of student staff when required
• Other duties as required to support the efficient operation of Student Affairs

QUALIFICATIONS:

• Successful completion of a two-year post-secondary program in office administration, or related undergraduate education
• At least one year of related or equivalent work experience
• Experience working in a university environment is an asset
• Proficient in Microsoft Office tools, Google Drive (including Docs, Sheets, Forms, etc.), Outlook, MyUPEI, Adobe Pro (creating fillable pdf and OCR documents), Google Meet and other major office-related software including internet searching and data management programs
• Experience with Colleague, MyUPEI and other university software programs is an asset
• Possess intercultural competence and function as an effective member of the team
• Ability to maintain confidentiality and discretion
• Ability to identify level of urgency of student clients and prioritize emergencies
• Demonstrate superior customer service orientation and attention to detail
• Understanding of social media technology
• Excellent communication, interpersonal, organizational and time management skills