ADS Level 5 - Administrative Assistant - Student Health Centre

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Monday, August 21, 2017
Date of Posting: 
August 11, 2017
Student Health Centre
ADS Level 5 - Administrative Assistant
Full Time Term Position
Hours of Work: 

37.5 hours per week 

$48,311 to $53,166 per annum as per CUPE 1870

As soon as possible until February 28, 2018 (Term may be reduced or extended depending on performance, available funding and departmental requirements)

The UPEI Student Health Centre is seeking an Administrative Assistant to provide administrative and operational support. The successful applicant will report directly to the Dean, Faculty of Nursing and work closely with the Health Centre team, Student Services staff and Faculties on campus. This is a multifaceted and challenging role which includes a variety of tasks.


• Serve as a member of the Health Centre team, working in collaboration with other department staff, the campus community and outside organizations to support student care and service
• Represent the Health Centre as the initial point of personal and telephone contact with students, faculty and staff to provide general information, information on policies and procedures and to schedule appointments and ensure follow-up as required.  Provide some flexibility for emergency appointments
• A friendly, professional, empathic attitude and critical thinking skills to meet customer service needs
• Receive test and lab results and communicate this information to the Health Centre professional responsible. Ensure appropriate follow-up as required
• Order vaccinations and coordinate immunization clinics/appointments in a timely manner
• Check and maintain the required inventory (supplies and equipment) and prepare requisitions and other forms to meet operational needs
• Receive and distribute incoming mail
• Attend to general accounting duties, reconciling and generating reports
• Prepare billing, including patient and insurance claims for payment
• Coordinate and manage student lists for access/modification/removal to and from the database to meet tracking and reporting requirements
• Provide clerical support through email and letter correspondence
• Compose, type, photocopy and collate a wide range of documents and correspondence
• Compile and organize information related to health records, policies and protocols
• Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
• Assist with duties which include arranging and planning meetings and events
• Establish and maintain administrator filing system and mailing lists
• Assist in maintaining positive communications with outside agencies and stakeholders
• Maintain discretion, confidentiality and continuity of patient service for all clients
• Other duties as required to support efficient operation of the Health Centre
• Work in collaboration with the Administrative Assistant to the Dean, Faculty of Nursing


• Successful completion of Grade 12
• Successful completion of an Administrative Assistant program with two years related experience.  Knowledge/experience with medical/health terminology is required
• Proficient in Microsoft Word, Excel, Moodle, E-Mail usage, Power Point, Internet searching and data management programs
• Possess strong interpersonal communication and organizational skills
• Possess intercultural competence and function as an effective member of the team
• Demonstrated ability to problem solve in a fast-paced environment
• Demonstrate superior customer service orientation and attention to detail
• Ability to maintain confidentiality and discretion
• Familiarity with University regulations and policies will be considered an asset

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 posted on the UPEI Human Resources website ( Applications will not be accepted via email.

If you are unable to apply online, you can drop off your resume 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): 

N. Slysz

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