Executive Assistant - Office of the Chief Information Officer (CIO) *Amended Closing Date*

Competition Number: 
40E15
Position Type: 
Staff Position
Closing Date: 
Tuesday, June 16, 2015
Date of Posting: 
June 2, 2015
Department: 
Office of the Chief Information Officer (CIO)
Position: 
Executive Assistant
Contract: 
Full-Time Term Position
Hours of Work: 

37.5 hours per week

Salary: 
Commensurate with qualifications and experience
Term: 

July 13, 2015 to April 30, 2018 (Term may be reduced or extended depending on performance, available funding and departmental requirements.)

The University of Prince Edward Island invites applications for the position of Executive Assistant.  This position is the main point of contact for the Office of the CIO and plays a key ambassadorial role in representing the office by creating a safe, positive and welcoming atmosphere while providing information through confidentiality, tact and diplomacy.

The CIO is advised and consulted on matters of extreme urgency, sensitivity, or controversy.  This position reports directly to and is under the general supervision of the CIO, and works with a high degree of independence. The Executive Assistant position exercises strong decision-making ability and sound judgment on matters requiring the CIO’s attention and is expected to determine priorities, deadlines and objectives. The incumbent collaborates with other University management and staff to achieve priorities

RESPONSIBILITIES:

• Provides executive level support to the CIO, pro-actively gathering required background needed for efficient decision-making;
• Ensures clear, timely and effective communication with the CIO to prioritize attention to items that will maintain and build UPEI’s professional reputation among all stakeholders;
• Develops, establishes and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management;
• Represents the CIO, communicating both internally and externally, orally and in writing on day-to-day operational issues and specific planning activities; liaises with senior University management, officials in other post-secondary institutions, external suppliers and Board members as required;
• Schedules, maintains and prepares materials, background and logistical support documentation for internal and external appointments, meetings, travel arrangements for the CIO and related members as required;
• Arranges meetings, prepares agendas, minutes and related background materials, following up on action items in a timely manner, as required;
• Conducts special projects and research initiatives under the office of the CIO;
• Provides courteous, accurate and timely customer service to students, staff and external clients and refers inquiries and issues to appropriate areas;
• Maintains detailed knowledge of administration and IT policies, procedures, programs and organizational structures to respond effectively to various stakeholders;
• Performs other related duties as assigned.

QUALIFICATIONS:

• Post-secondary education in Office Administration or Business Administration or equivalent, and five years of  progressive experience in a fast-paced, highly confidential office environment.
• Strong organizational and document management skills.
• Strong analytical skills, detail oriented and ability to work with limited supervision and prioritize workload to meet deadlines efficiently and effectively.
• Excellent interpersonal, oral and written English communication skills.
• Ability to demonstrate and maintain high level of diplomacy, judgment and confidentiality.
• Excellent customer service skills, including initiative, problem solving and follow through.
• Advanced level of computer skills in a wide range of software applications such as Word, Power Point, Excel, including preparation of presentations, tables, reports, statistical charts and manipulation of data.
• Good working knowledge of budget preparation and IT systems.

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): 

M. Bruce

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