ADS Level 6 - Administrative Assistant - Faculty of Education

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Tuesday, January 7, 2014
Date of Posting: 
December 19, 2013
Faculty of Education
ADS Level 6 - Administrative Assistant
Permanent Full-Time
Hours of Work: 

37.5 hours per week

$48,389 to $53,224 per annum, as per CUPE 1870

 The Faculty of Education requires an Administrative Assistant to provide administrative and operational support to the Dean and Faculty. The successful applicant will report directly to the Dean and will provide senior level administrative support in an efficient and timely manner. The Faculty of Education offers a wide range of pre-service, graduate and professional education programs, both on-campus and at a distance, and coordinates the Global Issues 151 course. The work environment is high-traffic and fast-paced. Visitors and contacts include UPEI faculty and staff, students at all stages of their life experience, national and international educators, school teachers and principals, senior educational administrators, politicians, and the general public. The successful applicant will co-ordinate the administrative functions of the Faculty of Education as well as working independently as the Dean’s personal assistant. RESPONSIBILITIES: The successful applicant will provide general administrative support to the Dean, including financial, personnel, and administrative functions. This is a multifaceted and challenging role which includes a variety of tasks. The successful candidate will: coordinate the Dean’s agenda by arranging calendar appointments, meetings, and travel; assist the Dean in monitoring and maintaining up-to-date records of faculty and staff; liaise with program coordinators and their assistants in the scheduling of timetables and course assignments; help co-ordinate the recruitment of new faculty, staff, sessional lecturers, and student assistants; maintain the sessional roster for the Faculty; assist the Dean in maintaining and monitoring Faculty budgets; serve as Secretary to the Faculty of Education Council, the Dean’s Education Advisory Council, and other councils and committees as required, with duties which include arranging and planning such events, creating and preparing meeting agendas, taking minutes, assembling and distributing materials and tracking action items; coordinate the general administrative workload of the office; maintain confidential files; coordinate the ordering and tracking of capital and non-space supplies; ensure the completion and submission of all related HR/financial forms; coordinate special events on behalf of the Faculty; maintain and update a complex records management system; prepare the Dean’s correspondence and reports; liaise with other faculties and administrative offices on campus, as well as with the Department of Education and Early Childhood Development, the PEITF, school boards, and other educational stakeholders; provide first point of contact service for inquiries to the Dean; and, perform other related duties as required. QUALIFICATIONS: The successful applicants will possess the following: an appropriate post-secondary program – a university degree would be considered an asset; a minimum of five (5) years of related experience; excellent interpersonal, collaborative, and both oral and written communication skills; experience and familiarity with budgets and bookkeeping; the ability to work independently, exercising a high degree of judgment and confidentiality; expertise in cross-cultural communication – fluency in a second language would be considered an asset; excellent grammar and composition skills; proficiency in operating various software packages, including database systems and web-page development; knowledge of a University environment would be an asset; excellent organizational abilities, initiative, flexibility, and time management; and, a demonstrated ability to work with minimal supervision.

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and the names and references to be received no later than the closing date via the following link: 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): 

K. O'Halloran

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.
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