ADS Level 5 - Administrative Assistant - Faculty of Education

Competition Number: 
Position Type: 
Staff Position
Closing Date: 
Friday, September 30, 2016
Date of Posting: 
September 23, 2016
Faculty of Education
ADS Level 5 - Administrative Assistant
Full Time Term Position
Hours of Work: 

37.5 hours per week 

$46,451 to $51,110 per annum, prorated to time and term as per CUPE 1870

As soon as possible – April 30, 2017 (Term may be reduced or extended depending on performance, available funding and departmental requirements)

The Administrative Assistant will provide a wide variety of administrative support services to the Faculty of Education, with a particular focus on the Bachelor of Education (BEd programs).  This is a fast-paced, multitasking environment with a high volume of “drop-in” reception duties, and the person in this position must be very friendly, adaptable, and flexible. 

The successful candidate will provide administrative support to the BEd program including the Coordinator of Undergraduate Programs, Practicum Coordinator, Admissions Coordinator, BEd HRD Coordinator, and the BEd general which includes Indigenous, International and French Education specializations, and to faculty and sessional instructors.   S/He  will also work in collaboration with the Administrative team in the Faculty of Education.


This position requires a person with the ability to handle a wide range of duties including:
• Preparation of a variety of correspondence
• Maintenance of email distribution lists
• Scheduling appointments and meetings
• Handling confidential information in a responsible manner
• Compiling faculty and course evaluations
• Recording minutes of meetings
• Responding to general and student enquiries
• Maintaining student files and monitoring records and degree audits (for the various BEd programs)
• Assisting with the preparation of the BEd timetable
• Preparing and/or assisting with the preparation of various program documentation, welcome materials, handbooks, academic-year calendars, etc.
• Booking classrooms, assisting with various BEd committees
• Liaising with the Registrar’s Office & Accounting
• Processing internal and external requisitions
• Providing guidance to BEd students
• Other related duties will be assigned as required


• Grade 12 graduation plus completion of a recognized post secondary program in a related area is required plus a minimum of two (2) years relevant work experience, preferably in a University environment
• Experience and use of microcomputers with various software programs such as Windows, Microsoft Word, Excel, Access, and Internet (must be able to search for information as required)
• The successful candidate must be able to work independently and take initiative where appropriate.  S/He must possess excellent communication skills and be able to function as a member of a team in a busy academic department
• Proficiency in French would be an asset
• Familiarity with Education’s undergraduate programs would be an asset
• 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 (

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): 

A. Marchand

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