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ADS Level 6 - Administrative Assistant - School of Business

Competition Number: 
77E14
Position Type: 
Staff Position
Closing Date: 
Thursday, September 4, 2014
Date of Posting: 
August 27, 2014
Department: 
School of Business
Position: 
ADS Level 6 - Administrative Assistant
Contract: 
Permanent Full Time
Hours of Work: 

37.5 hours per week

Salary: 
$49,231 to $54,164 per annum as per CUPE 1870

The School of Business 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.   This is a multifaceted and challenging role which includes a variety of tasks.

The School of Business bridges education and business world experience with innovation and flexible programs emphasizing enterprise and entrepreneurship.  Our graduates leave with knowledge, skills, and the competitive edge to be successful in any business environment. 

The School of Business offers undergraduate and graduate programs, accounting and business certificate programs as well as a Co-op Education program.

RESPONSIBILITIES:

The successful applicant will
• provide first point of contact service for inquiries to the Dean;
• provide general administrative support to the Dean, including financial, personnel, and administrative functions;
• 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;
• create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items;
• assist with duties which include arranging and planning events
• coordinate the general administrative workload of the office;
• maintain confidential files;
• coordinate the ordering and tracking of supplies and equipment;
• ensure the completion and submission of all related Human Resource /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; and,
• perform other related duties as required.

QUALIFICATIONS:

Successful applicants will possess:
• An appropriate post-secondary program in a related office program with at least five years related work experience and/or a combination of education and related work experience.  A university degree would be considered an asset. 
• Strong organizational and time management skills;
• Experience working with budgets;
• Excellent interpersonal, collaborative, and both oral and written communication skills;
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Strong computer skills and proven efficiency in software packages;
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets.
• Adaptability and flexibility in a variety of situations.

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.

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.