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ADS Level 5 - Administrative Assistant - Office of Continuing Education and Professional Development

Competition Number:
11E22
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Office of Continuing Education and Professional Development
Position:
ADS Level 5 - Administrative Assistant
Contract:
Full-Time Term Position
Hours of Work:
37.5 hours per week
Salary:

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

Term:

As soon as possible to December 30, 2023 (Term may be reduced or extended depending on performance, available funding, and departmental requirements)

The Office of Continuing Education and Professional Development is seeking an administrative assistant to provide operational support and oversight of a suite of experiential education and continuing education/professional development programs and courses.  This position will work closely with colleagues in various departments to support the application and financial processes and support the ongoing registration and oversight of our students and clients.

RESPONSIBILITIES:

  • Represent the Office of Continuing Education and Professional Development team as the initial point of personal and telephone contact with the public, faculty, students, and staff
  • Building programs, courses, and sections in our software program (Colleague) for all non-credit and credit offerings within various departments
  • Creating, generating, and interpreting reports for registration and financial requirements
  • Coordinate the ordering and tracking of supplies and equipment
  • Maintain roster of current and potential facilitator information as well as client data bases
  • Organize, disseminate, and maintain course evaluations, surveys, and polls
  • Provide technical support to facilitators for online course offerings
  • Establish and maintain electronic filing systems and mailing lists
  • Update website and create and maintain online calendar of courses and programs
  • Prepare and post material in support of the Office’s social media profile and newsletter etc.
  • Responsible for pre-course organization such as work order requests, classroom setup, catering, printing course material, nametags etc. 
  • Performing general accounting duties such as invoicing, quoting, accounts receivable and accounts payable
  • Respond to general inquiries (telephone, email) and provide general course information
  • Track course registration
  • Maintain and process information required for student files as required
  • Maintain student lists for access/modification/removal to and from computerized records
  • Coordinate and record minutes of meetings and follow up
  • Other duties as may be required

QUALIFICATIONS:

The successful applicant must possess the following:

  • Successful completion of Grade 12, plus completion of a recognized post-secondary program in business/office studies or a related field
  • At least 2 years related experience, preferably a combined minimum of two-year (2) years of experience planning, organizing, leading administrative services operations (this could include but is not limited to: planning, administering & maintaining budgets; preparing reports; etc.)
  • Detail and process oriented
  • Strong written & oral communication skills
  • Superior organizational skills with the ability to manage multiple responsibilities in a fast-paced environment
  • Demonstrated experience working in a diverse and busy (high-volume) client service environment
  • Ability to successfully advance multiple competing priorities
  • Strong interpersonal skills with the ability to establish and maintain relationships with multiple stakeholders
  • Ability to work independently and as part of a team while demonstrating flexibility and adaptability
  • Experience working with diverse and/or international groups; intercultural awareness skills/experience
  • Accounting experience and/or training
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.

Apply for ADS Level 5 - Administrative Assistant - Office of Continuing Education and Professional Development (11E22)

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.