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Executive Assistant - Office of the Vice President Administration and Finance Health, Safety and Environment Office *Repost*

Competition Number:
181E21R
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Office of the Vice President Administration & Finance Health, Safety, and Environment Office
Position:
Executive Assistant
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
Salary:

Commensurate with experience and qualifications

The University of Prince Edward Island invites applications for the position of Executive Assistant to the Health, Safety, and Environment Office.  This position will provide confidential administrative support to the Health, Safety and Environment Office. The position will represent the office by creating a safe, positive, and welcoming atmosphere while providing information through confidentiality, tact and diplomacy. This position provides backup administrative support to the Vice President, Administration and Finance.

This position reports to the Manager of Health, Safety and Environment. The position works with a high degree of independence and must exercise strong decision- making ability and sound judgment, on matters requiring the Vice President’s attention and is expected to determine priorities, deadlines, and objectives. The incumbent collaborates with other University management and staff to achieve priorities.

RESPONSIBILITIES:

  • Provides executive level support to the Health, Safety, and Environment Office and the Office of the Vice-President Administration and Finance, pro-actively gathering required background needed for efficient decision-making
  • Develops, establishes, and maintains information tracking systems, including electronic schedules, physical and electronic filing systems, budget/invoicing process and reports, expense reports, and email management
  • Supports investigation and follow-up for Health, Safety, and Environment incident reports
  • Assists with monitoring University community compliance with the UPEI Campus Operational Plan
  • Assists with building inspections
  • Attendance at offices, laboratories, and other workplaces across campus to assist with health and safety matters
  • Schedules, maintains, and prepares confidential materials, background and logistical support documentation for the Health, Safety, and Environment Office, the Vice-President Administration and Finance, and related members as required
  • Arranges meetings, prepares agendas, minutes, and related background materials, following up on action items in a timely manner, as required
  • Conducts special projects and research initiated under the Health, Safety, and Environment Office and the Office of the Vice-President Administration and Finance
  • Schedules and maintains documentation for Health, Safety, and Environment programming, WHMIS, workplace inspections, and compliance regulation
  • Provides courteous, accurate and timely customer service to students, staff, faculty, and external clients and refers inquiries and issues to appropriate areas
  • Maintains detailed knowledge of Health & Safety, Biosafety, and Emergency Management policies, procedures, programs, and organizational structures including OHS legislation to respond effectively to various stakeholders
  • Responsible for maintaining website and intranet content relevant to the Health, Safety and Environment Department and managing inquiries for UPEI SAFE mobile app
  • Provides additional administrative support for the Emergency Management Program
  • Performs other related duties as assigned

QUALIFICATIONS:

  • Post-secondary education in Office Administration or Business Administration or equivalent, and three to five years of progressive experience in a fast-paced, highly confidential office environment
  • Prior work experience in Health & Safety and familiarity with Emergency Management would be considered an asset
  • Comprehension of UPEI policies and Government OHS Acts & Regulations considered a strong asset
  • Strong organizational and document management skills
  • Strong analytical and time management skills
  • Proven ability to work well under pressure and meet given deadlines
  • Ability to work independently and as part of a team
  • Excellent interpersonal, oral, and written English communication skills
  • Confident and professional telephone manner
  • Ability to demonstrate and maintain high level of diplomacy, judgment, and confidentiality
  • Excellent customer service skills, including initiative, problem solving and follow through
  • Advanced skills in Microsoft Office and G Suite for the preparation of presentations, tables, reports, statistical charts, and data manipulation
  • Aptitude for learning new software and experience in database management considered a strong asset
  • Good working knowledge of budget preparation and financial/administrative data processing systems

 Previous applicants from Competition # 181E21 need not reapply.

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 mandatory full Covid 19 vaccination for all students, staff, and faculty. Exemptions only apply for medical, religious, or cultural reasons in accordance with 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.