The incumbent will report directly to the Director of Academic Affairs (DAA) for the Faculty of Medicine. This position provides comprehensive administrative support to the DAA and supports the day-to-day administrative operations of the Academic Affairs portfolio. The position requires an efficient individual who can manage multiple priorities in a fast-paced environment, work independently, exercise sound judgment, and demonstrate strong organizational, analytical, communication, and interpersonal skills.

In addition to providing direct administrative support to the DAA, the position is responsible for administering several specialized and operational processes within the Faculty of Medicine. These responsibilities include financial administration, scholarships and bursaries, contracts and agreements, human resources administration, and faculty administration. The incumbent interprets and applies University policies, procedures, regulations, guidelines, and established processes, and provides guidance to faculty and staff to support the timely and accurate completion of administrative requirements.

The position operates within a high-volume environment and regularly handles sensitive, confidential, and time-sensitive information. The incumbent works closely with the DAA, faculty and staff, students, senior administrators, Financial Services, Contract and Procurement Services, Human Resources, contractors, vendors, and other internal and external stakeholders. The position requires the ability to work independently, anticipate administrative needs, respond effectively to changing priorities, and exercise appropriate judgment while providing accurate, timely, and professional service across multiple areas of responsibility.

What we offer: 

• Flexible work arrangements 

• Comprehensive Health and Dental Care Benefits

• Post Retirement Benefits

• Tuition Waivers

• Health and Wellness on Campus available to staff and their families

• Professional Development Opportunities

RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT TO THE DIRECTOR OF ACADEMIC AFFAIRS

• Manage the DAA’s calendar and make decisions on priorities for the DAA’s schedule, including the necessity and appropriateness of meeting requests and delegation where appropriate

• Assist the DAA in preparing for meetings by compiling information, preparing documents, and coordinating meeting materials

• Act as a primary contact and professional liaison for the DAA with faculty, staff, students, University departments, external organizations, and the public

• Maintain confidential files and records in accordance with university requirements

• Compile information, prepare documents and reports, and proofread correspondence, reports, presentations, and other materials for the DAA

• Coordinate travel arrangements and itineraries and assist with related expense reconciliation

• Retrieve statistics and reports and conduct basic analysis as required

• Coordinate committee processes, including preparing agendas, compiling and distributing meeting materials, arranging rooms, recording minutes, and following up on action items

• Compose a range of correspondence, reports, presentations, notices, and other administrative communications

• Compile and distribute electronic bulletins and notices relevant to faculty and staff

• Develop, recommend, and implement administrative systems and processes that improve the efficiency and organization of the office

• Coordinate and respond to administrative inquiries and assist the DAA with day-to-day administrative matters

FINANCIAL ADMINISTRATION

• Prepare the DAA’s expense claims and reconcile credit card statements and purchases, ensuring appropriate documentation and compliance with university requirements

• Process vouchers and other financial documentation for the DAA and departmental staff

• Prepare requisitions and coordinate purchasing and invoice payment processes

• Provide guidance to faculty and staff regarding university financial, travel, and procurement procedures, including expense claims, per-diem reimbursements, and use of applicable financial systems

• Review expense claims and financial documentation for accuracy and completeness prior to submission

• Maintain and monitor expenditure records and assist with budget tracking and reporting

• Provide administrative support for departmental purchasing and liaise with Financial Services, Procurement Services, and other units to resolve financial issues

SCHOLARSHIPS, BURSARIES AND AWARDS

• Coordinate and administer Faculty of Medicine scholarships, bursaries, and awards

• Maintain records related to scholarship and award eligibility, funding requirements, deadlines, and payments

• Process scholarship and award payments and ensure required financial documentation is complete and accurate

• Monitor scholarship allocations and expenditures and assist with budget tracking

• Prepare reports and maintain documentation to support University, donor, and audit requirements

• Respond to student inquiries related to scholarships, bursaries, and awards and provide guidance regarding processes and requirement

• Coordinate multiple awards with varying eligibility criteria, deadlines, and funding conditions

CONTRACTS AND AGREEMENTS

• Coordinate the preparation, initiation, and administration of contracts and agreements with vendors, service providers, facilitators, and other external parties

• Prepare and monitor purchase orders and related financial documentation associated with contracts

• Process invoices, payments, and reconciliations and follow up on outstanding items

• Maintain records of contract terms, timelines, amendments, changes in scope, and other relevant information

• Liaise with contractors, vendors, Financial Services, Procurement Services, and other stakeholders to resolve discrepancies and facilitate timely payment

• Provide administrative support and guidance regarding contract processes and University requirements

HUMAN RESOURCES ADMINISTRATION

• Assist the DAA in maintaining confidential faculty and staff records and documentation

• Coordinate faculty and academic recruitment and appointment processes

• Draft advertisements for vacant faculty, staff, and sessional positions and coordinate the posting process

• Schedule and support hiring committee meetings and prepare draft interview questions for consideration

• Coordinate candidate site visits, including travel, accommodations, schedules, presentations, room bookings, technology, catering, and communications

• Prepare required documentation for successful candidates and assist with onboarding and orientation

• Arrange required resources for new employees, including key requests, signage, network access, computers, furnishings, and other workplace requirements

• Prepare human resources documentation for continued employment of contract employees to support continuity of service

• Track staff vacation, sick leave, and other leave records

• Provide information and guidance to faculty and staff regarding applicable University human resources processes and requirements

OTHER DUTIES

• Submit work orders as required and follow up on outstanding issues

• Attend training on emerging UPEI processes, systems, policies, and procedures to ensure requirements are followed and to provide guidance to faculty, instructors, and staff

• Perform other duties as required

QUALIFICATIONS: 

• Completion of a College certificate in Office Administration, with a minimum of 5 years of experience of relevant administrative experience is required. A combination of other education and related work experience may be considered.

• Incumbent must have a high degree of maturity and work experience to draw on and interpret policies, be aware of potential situations arising, be able to suggest solutions to issues, and effectively handle the complex and demanding nature of the position

• Incumbent requires exceptional organizational, time management, communication, and interpersonal skills 

• Incumbent requires exceptional problem-solving, critical thinking, writing and analytical skills

• Demonstrated experience with financial administration, budget monitoring, procurement, and accounting systems

• Experience within a post-secondary institution would be considered an asset

• A bachelor's degree would be considered an asset