ADS Level 4 - Administrative Assistant - Department of Research Services

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Thursday, May 21, 2015
Date of Posting: 
May 13, 2015
Department of Research Services
ADS Level 4 - Administrative Assistant
Full-Time Term Position
Hours of Work: 

37.5 hours per week

$40,305 to $44,337 per annum, prorated to time and term as per CUPE 1870

May 2015 – April 2016 (Term may be reduced or extended depending on performance, available funding and departmental requirements.)

Research Services is seeking applications from qualified individuals for a full-time term Administrative Assistant to support the activities and services of the department. The work involves a wide variety of tasks that are deadline driven and are of a confidential nature.


• Provide front office reception, telephone/reception to a variety of clients including students, staff, faculty and visitors;
• Receive and process applications;
• Enter and upload information to research data base, create new files, prepare account opening documentation, assist with processing and tracking internal and external grant and travel awards;
• Organize committee meetings, workshops, training sessions, and specific initiatives (e.g., book rooms, order refreshments and supplies, communicate with attendees, track attendance, and disseminate information);
• Update and maintain training records and issue certificates;
• Complete purchase requisitions and track expenditures;
• Serve as point of contact for website updates;
• Assist with the update of guides, policies and manuals, and compile data for reports;
• Take minutes of meetings; provide backup to the VP Research Administrative Assistant; and other duties as required.


• Grade 12 plus successful completion of a recognized post-secondary program
• Minimum one year work experience in a related area
• Demonstrated experience with database and common software programs; e.g., Access, Word, Excel, Power Point, electronic calendars
• Demonstrated abilities to work as part of a team
• Demonstrated communication (written and oral) and customer service skills
• Ability to pay strict attention to detail, maintain confidentiality, work to deadlines, as well as organize and prioritize workload
• Familiarity with the university environment, policies, procedures and UIS system; possession of additional training in an area specific to Research Services would 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 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): 

A. Deighan

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