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ADS Level 5 - Administrative Assistant - School of Mathematical and Computational Sciences - Faculty of Science

Competition Number:
10E22
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
School of Mathematical and Computational Sciences
Position:
ADS Level 5 - Administrative Assistant
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
Salary:

$52,265 to $57,551 per annum, as per CUPE 1870

The University of Prince Edward Island is seeking applications from an energetic and motivated individual to join the School of Mathematical and Computational Sciences (SMCS).  The successful applicant will report directly to the Associate Dean.

RESPONSIBILITIES:

  • Coordinate the School’s administration office; maintain files; track recurring deadlines
  • Provide operational support to the Associate Dean and Faculty
  • Liaise with academic and support departments across campus
  • Organize meetings, prepare agendas, take and distribute minutes, and book rooms
  • Manage schedules and appointments, book travel, and prepare itineraries
  • Track budgets, purchase equipment and supplies, maintain petty cash, process expenditures and credit card reconciliations
  • Answer student inquiries concerning admissions, course offerings, and the timetable
  • Provide a point of contact between the general public and SMCS, screening calls and answering or re-directing queries
  • Assist with the organization of conferences, workshops, camps, and other special events hosted by SMCS
  • Assist with the assignment, monitoring and coordination of student hiring of Lab Assistants, Tutors, and Markers
  • Support the various hiring processes and prepare paperwork for faculty, staff, and student hires
  • Manage sessional hiring and track sessional roster
  • Coordinate student evaluations of teaching
  • Other duties as assigned

QUALIFICATIONS:

  • Completion of post-secondary education in an administrative assistant program with two years related experience, or an equivalent combination of training and experience
  • Experience with monitoring and maintaining budgets and bookkeeping (use of UPEI procurement and accounting systems would be an asset)
  • Excellent time management and computer skills with a strong working knowledge of Microsoft Office (Word and Excel, including word processing, email, internet searching, spreadsheets, database management)
  • Demonstrated ability in written and verbal communications, with excellent organization and interpersonal skills
  • Demonstrated ability to work independently and prioritize tasks in a fast-paced environment
  • Demonstrated ability to work collaboratively with a variety of colleagues, with experience in an academic environment considered an asset
  • Knowledge of UPEI and its operations would be an asset
  • Demonstrated ability to maintain strict confidentiality 
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.

UPEI will require all students, staff, and faculty to comply with the Covid 19 attestation and vaccination requirements as set out under the UPEI Covid 19 Mandatory Vaccination Policy.

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.

UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. 

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.