The Faculty of Education is seeking an Administrative Assistant for a one-year term (maternity leave) to provide a wide variety of administrative support services to the Faculty, with a particular focus on the Bachelor of Education (BEd programs).  This is a fast-paced, multitasking environment with a high volume of “drop-in” reception duties, and the person in this position must be very friendly, adaptable, and flexible. 

The successful candidate will provide administrative support to the BEd program including the Coordinator of Undergraduate Programs / Practicum Coordinator, and the BEd generally which includes Indigenous, International and French Education specializations, and to faculty and sessional instructors.   S/He will also work in collaboration with the Administrative team in the Faculty of Education. 

RESPONSIBILITIES:

This position requires a person with the ability to handle a wide range of duties including:
• Preparing a variety of correspondence and documents
• Maintaining of email distribution lists
• Coordinating, attending and recording minutes from undergraduate program Committee meetings (BEd Committee, CAE Advisory Committee, etc.)
• Booking classrooms as needed
• Handling confidential information in a responsible manner
• Compiling faculty and course evaluations
• Maintaining materials required for program review
• Coordinating student application process for the Faculty’s undergraduate programs, including recording admission status, communicating with Registrar’s Office on student status etc.
• Maintaining accurate and up to date Student, Instructor, and Practicum Handbooks
• Maintaining student files and monitoring records and degree audits
• Assisting with the preparation of the BEd timetable
• Providing guidance to students regarding registration requirements and teacher certification process
• Liaising with the Registrar’s Office, Accounting, and other university departments
• Processing expenses related to undergraduate program, practicum travel, and student awards
• Other duties as required

QUALIFICATIONS:

The successful applicant will possess the following qualifications:
• Grade 12 graduation plus completion of a recognized post secondary program in a related area is required plus a minimum of two (2) years relevant work experience, preferably in a University environment. An equivalent combination of education and experience will be considered
• Experience and use of computers with various software programs such as Windows, Microsoft Word, Excel, Access, myUPEI and internet
• The successful candidate must be able to work independently and take initiative where appropriate.  S/He must possess excellent communication skills and be able to function as a member of a team in a busy academic department
• Proficiency in French would be an asset
• Familiarity with University regulations and policies will be considered an asset