Office Manager - Three Oaks Innovations Inc.

Position Type: 
Staff Position
Closing Date: 
Monday, June 24, 2013
Date of Posting: 
June 12, 2013
Three Oaks Innovations Inc.
Office Manager
Hours of Work: 

37.5 hours per week

Competitive based on education and experience

Commencing as soon as possible until December 2014 ((Term may be reduced or extended depending on performance, available funding and departmental requirements.)

Three Oaks Innovations Inc. (TOI) is a not-for-profit company established by the University of Prince Edward Island (UPEI) that is embedded within Research Services at UPEI. TOI assists researchers in transforming their innovative ideas into commercial products, business opportunities, and public knowledge. TOI also facilitates linking business to applied research capacity within UPEI.
Office Manager (37.5 hours per week)
The Office Manager will be responsible for the overall office management of TOI and provide support to the TOI Chair, Board of Directors, Industry Liaison and those from Research Services supporting TOI efforts. Responsibilities include:
• Contracts & claims:
o Track revenue and expenses for TOI-related projects and accounts;
o Project cash-flows based on funding agreements and expenditures, review claims, and track matching funds;
o Prepare bi-weekly payroll and benefits submissions; prepare quarterly and annual budget updates; procure required services, equipment, and supplies.
• Communication:
o Draft briefing notes, reports, presentations and communication and other related materials for staff for distribution in both electronic and printed formats, as required;
o Greet visitors and respond to inquiries or ensure inquiries are circulated to the appropriate person;
o Prepare template documents and forms.
• TOI Website:
o Maintain TOI, BioVOS, and portions of Research Services website and assist in content development.
• Information Management:
o Enter accurate and timely data in information management systems, including critical document tracking and key date notification for external contracts and agreements;
o Liaise with Research Services staff to ensure record accuracy and completeness.
• Support to TOI Members & Board of Directors:
o Coordinate travel arrangements, prepare and review travel claims;
o Arrange meetings and materials for the Members of Corporation and Board of Directors;
o Participate in meetings, e.g., act as Recording Secretary when required;
o Monitor and follow-up on action items.
• Scheduling & event planning:
o Maintain staff calendars, schedule meetings, arrange travel, prepare travel and other expense claims;
o Support staff in coordinating industry or educational events.
• Other office duties:
o Word processing, filing, photocopying, maintaining confidentiality
Education: Minimum academic qualification is a business/commerce degree. A combination of other education and experience will be considered.
Experience & Knowledge: Minimum 5 years in a similar environment. Knowledge of funding partners, proficiency in working with the UIS system and preparing claims for contractual agreements, excellent working knowledge of word processing, spreadsheet, database, and accounting software, Drupal, PowerPoint, Gmail, electronic scheduling, etc. Experience with a knowledge transfer organization involving industry would be considered an asset.

Application Instructions: 

Apply by submitting a letter of application, resume, and three references to Three Oaks Innovations, Inc. c/o Donna Lawless, Research Services, Suite 200, Kelley Building, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 620-5092. Email applications may be sent to Please ensure the position title is included in the subject line.

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