ADS Level 5 - Administrative Assistant - Part-time Term Position - School of Nursing

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Monday, April 27, 2015
Date of Posting: 
April 17, 2015
School of Nursing
ADS Level 5 - Administrative Assistant
Part-time Term
Hours of Work: 

18 hours per week

$45,434 - $49,995 per annum prorated to time and term, as per CUPE 1870.

As soon as possible for 3 month term (Term may be reduced or extended depending on performance, available funding and departmental requirements.)

RESPONSIBILITIES (respective to Clinical Coordinator):

• Maintain student clinical placement files and monitor and ensure processes, deadlines/timelines are met in a timely and efficient manner.
• Gather, prepare, organize, manage and process information required for students’ provincial, national and international clinical placements.
• Prepare various correspondence, schedule appointments and meetings.
• Organize student interviews and information/training sessions.
• Manage a wide range of inquiries and act as a liaison with Clinical Coordinator, nursing students and clinical agencies.
• Initiate, procure and manage UPEI School of Nursing Student Affiliation Agreements, Memorandums of Agreement and Liability Certificates.
• Type, photocopy, scan, fax and collate a wide range of documents.
• Acknowledge routine written and telephone inquiries.
• Compile and organize information for reports. Compose routine correspondence. Establish and maintain administrative filing system and mailing lists.

RESPONSIBILITIES (respective to MN Coordinator):

• Initial point of personal and telephone contact with the public, faculty, students and staff for the MN program.
• Receive and distribute incoming mail. Type, photocopy and collate a wide range of documents.
• Acknowledge routine written and telephone inquiries.
• Compile and organize information for reports. Arrange appointments and meetings. Record and prepare minutes for meetings.
• Assist in maintaining positive communications with outside agencies and individuals pertaining to health care and the nursing profession.
• Compose routine correspondence. Establish and maintain administrative filling system and mailing lists.
• Prepare requisitions and other forms. Monitor office supplies. Monitor budget.


• Two year post-secondary education in a related area.
• Two year work experience in a similar environment.
• Knowledge of medical terminology preferred.
• Proficient in the use of microcomputers and the following software programs: Windows, Microsoft Word, Excel and Email.
• Must be able to work independently, detail-oriented and demonstrate excellent time management skills.
• Must possess strong organizational skills.
• Be able to multitask, communicate effectively with people and maintain confidentiality.

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): 

B. Holland

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