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ADS Level 5 - Administrative Assistant - Department of Facilities Management

Competition Number:
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department of Facilities Management
ADS Level 5 - Administrative Assistant
Full-Time Permanent Position
Hours of Work:
37.5 hours per week

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

As part of the administration’s front-line team, this position has two major roles. The individual reports to the Assistant Manager of Administration and Facilities for the daily clerical duties such as: operation of the room booking system, customer satisfaction and back-up for control desks. The individual will also report to the Associate Vice President, Facilities Management and Construction and the management staff for administrative support. This position represents the department when dealing with various clients and vendors on and off campus. The Department consists of 3 divisions: Maintenance, Capital Projects/Planning and Security Services.


  • Maintain online calendar, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing & copying. Answer the phone.  Attend meetings to record minutes. Create and maintain word, google documents and spreadsheets
  • Monitor the on-line room booking system, help the campus community when needed
  • Provide support to the Control Desk and Security Dispatch desk: Become familiar with procedures on the work order control desk and security services dispatch desk, to be prepared for replacement during absences
  • Assist Assistant Manager of Admin and Facilities with leave form management (attendance tracking, emergency leave tracking and monitoring), overseeing training matrix and coordinating training sessions for staff
  • Provide parking management administration support as required
  • Assist in policy and procedure development, updating and tracking
  • Provide administrative support to the Associate Vice President of Facilities and Construction
  • Receive and facilitate customer service feedback
  • Coordinate annual clothing orders
  • Distribute mail
  • Other duties as required by the department


  • High School Graduation Diploma and at least two years of specialized post-secondary education/training in a related office program with a minimum two years’ previous experience. An equivalent combination of education and related work experience would be considered
  • Strong computer experience including Word, Excel and Google programs
  • Demonstrates attention to detail
  • Demonstrates excellent interpersonal and communication skills
  • Ability to think creatively
  • Ability to develop and maintain interpersonal relationships with university staff, faculty, and students
  • Commitment to departmental mission, policies, and procedures
  • Ability to work well under pressure
  • Ability to work well under minimal supervision
  • Strong organization skills
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 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.