IT Systems & Services is seeking an experienced and proactive Administrative Assistant to support transformative technology initiatives and IT operations within UPEI's Faculty of Medicine. Working closely with the Manager of Technology & Solutions and the Technology Integration Project Manager, this role serves as a critical operational hub for technology projects, departmental operations, and stakeholder engagement.

The successful candidate will coordinate key administrative, financial, procurement, and project support activities while working collaboratively with technical teams, academic leaders, and external partners. This position offers a unique opportunity to help enable the technology foundations that support the future of medical education at UPEI.

RESPONSIBILITIES:

• Provide project administration and coordination support for strategic Faculty of Medicine technology initiatives, including maintaining project schedules, tracking deliverables, coordinating stakeholder activities, and supporting project governance processes.
• Provide comprehensive administrative and operational support to the Manager of Technology & Solutions and Faculty of Medicine IT Systems & Services team.
• Coordinate and support meetings, workshops, and working sessions, including scheduling, room bookings, agenda preparation, minute taking, action item tracking, and follow-up activities. 
• Prepare, format, and distribute correspondence, presentations, reports, briefing materials, and other documentation required to support departmental initiatives and operations. 
• Maintain and organize project documentation and records, including project plans, status reports, contracts, change requests, decision logs, meeting records, and related project artifacts. 
• Support communications activities by drafting and distributing announcements, newsletters, service notifications, training materials, and stakeholder communications. 
• Coordinate logistics for technology deployments, meetings, training sessions, vendor visits, and other operational activities.
• Provide financial and procurement administration support, including preparing requisitions, processing purchase requests, tracking expenditures, processing invoices, and maintaining supporting documentation. 
• Coordinate vendor communications related to quotations, purchases, deliveries, licensing, maintenance agreements, and service contracts. 
• Support the administration and tracking of Faculty of Medicine technology assets, including computer equipment, peripherals, software licenses, subscriptions, warranties, and replacement schedules. 
• Maintain inventory records, perform periodic inventory audits, reconcile inventory against financial records, and prepare detailed inventory and budget reports. 
• Serve as a front line point of contact for faculty, staff, students, vendors, and campus partners 
• Facilitate collaboration and communication between IT Systems & Services, Faculty of Medicine leadership, academic units, operational departments, and external stakeholders. 
• Exercise discretion and maintain confidentiality when handling sensitive information, contracts, procurement records, financial data, personnel matters, and project information. 
• Identify opportunities for process improvements and recommend enhancements to administrative, financial, project management, and operational workflows.
• Perform other related duties and special projects as assigned.

QUALIFICATIONS:

Education & Experience

• Completion of an approved Administrative Assistant college program, along with a minimum of three years of relevant work experience—preferably within an academic environment—or an equivalent combination of education and related experience is required.

Skills 

• Proficiency with Microsoft Office applications 
• Familiarity with asset management and inventory control processes 
• Strong written, verbal, and interpersonal communication skills 
• Ability to manage sensitive and confidential information with discretion 
• Excellent problem solving and critical thinking abilities 
• Strong organizational and time management skills 
• Demonstrated commitment to high quality client service 
• Commitment to continuous, self directed learning 
• Experience with financial systems and procurement tools is considered an asset

Work Conditions 

• Minimal physical demands, typical of a position operating within an office environment; periods of extensive sitting and concentrated use of visual senses. Occasional extended times of standing and walking during campus events. 
• Intermittent work outside the normal operating hours of the Department may be required. 
• Some exposure to disagreeable conditions typical of a position exposed to stress and pressure associated with projects and organizational change.