Secretary to the Board of Governors and the Senate - Office of the President

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Monday, October 21, 2013
Date of Posting: 
October 10, 2013
Office of the President
Secretary to the Board of Governors and the Senate
Full-time Term Position
Hours of Work: 

37.5 hours per week (some weekend and/or evening work involved)

Commensurate with qualifications

As soon as possible until October 31, 2014

The Office of the President seeks an experienced, highly organized, motivated individual with a positive attitude and excellent communication skills for the position of Secretary to the Board of Governors and the Senate.
The successful candidate will provide administrative support to the Board of Governors and the Senate.
• Make all logistical arrangements for meetings; audio-visual set-up, room bookings, attendance records
• Prepare and distribute pre-meeting information
• Record and distribute minutes of meetings including the tracking of actionable items and the maintenance of records
• Maintain deadlines
• Receive and respond to incoming phone calls and various forms of communication and maintain correspondence database
• Maintain Virtual Research Environments and web pages as required
• Maintain legislation, policies and procedures database and files and ensure same are adhered to
• Coordinate /conduct election and appointment process for board and senate vacancies
• Provide orientation sessions for new board and/or senate members
• Monitor financial accounts
• Coordinate with Registrar’s Office for changes to the Academic Calendar
• Special projects as assigned
• Completion of relevant post secondary program from a recognized educational facility
• Progressive related experience
• Excellent computer skills; word processing, spreadsheets, presentations, databases, VRE
• Excellent organizational and time management skills
• Excellent interpersonal and communication skills
• Clear understanding of the importance of confidentiality in the workplace
• Ability to work flexible schedule including evenings and/or weekends

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and references to be received no later than the closing date to Please ensure that your first and last name and the competition number are included in the email subject line. 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): 


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