Administrative Assistant - Comptroller's Office

Competition Number: 
96E15
Position Type: 
Staff Position
Closing Date: 
Thursday, October 1, 2015
Date of Posting: 
September 24, 2015
Department: 
Comptroller's Office
Position: 
Administrative Assistant
Contract: 
Full-Time Three Year Term Position
Hours of Work: 

37.5 hours per week

Salary: 
Commensurate with qualifications
Term: 

October 1, 2015 to September 30, 2018 (Term may be reduced or extended depending on performance, available funding and departmental requirements.)

The Comptroller’s Office is looking for an energetic and motivated individual to join their team.  This position is both the face of the Comptroller’s Office and Executive Assistant to the Comptroller; therefore the ideal candidate needs to be confident, friendly, enjoy working in a fast pace environment and have strong organizational skills.

RESPONSIBILITIES:

Under the supervision of the Comptroller, the successful candidate will:
• Manage the Comptroller’s daily schedule and set up meetings – including assessing priorities when requests for meetings are received
• Manage many daily inquiries (internal and external) that are received in the Comptroller's Office and direct individuals to the proper area of the University to address their questions
• Manage the UPEI contract database, including completeness and weekly back-ups of the data
• Provide procedural advice and basic steps to UPEI staff regarding UPEI contract process
• Provide advice to the University community on standard insurance (vehicle, property & liability) procedures
• Prepare pension and other invoices for payment, testing for accuracy before approval to pay
• Provide general administrative support to other Comptroller’s Office staff and reception services to the area
• Provide back-up support to the VP Administration and Finance as needed
• Other duties as required

QUALIFICATIONS:

• Grade 12 graduation and successful completion of a post-secondary program from a recognized educational institution in a related office studies program with one year related experience; an equivalent combination of training and  experience will be considered
• Comprehensive knowledge and skills in word processing, electronic information systems, spreadsheet and database applications
• Excellent knowledge of grammar and composition
• Accuracy; attention to detail
• Experience with paying invoices and checking budgets
• Clear understanding of the importance of discretion and confidentiality
• Effective communication skills (verbal and in writing)
• Excellent interpersonal skills
• Be able to work both as part of a team and independently
• Excellent time management skills and the ability to prioritize

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): 

J.Gauthier

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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