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Administrative Assistant - Human Resources Department

Competition Number:
183E21
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Human Resources Department
Position:
Administrative Assistant
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
Salary:

Commensurate with qualifications and experience

The Human Resources Department is seeking an energetic and motivated person to join its team. The Human Resources Department manages a comprehensive range of personnel, labour relations and human resources planning functions within the University.  The work environment is high-traffic and fast-paced, and the subject matter is of a highly sensitive and/or confidential nature.

RESPONSIBILITIES:

Under the general supervision of the Associate Vice President, Human Resources and Legal, the successful candidate will:

  • Provide administrative support to the Associate Vice President and HR advisers
  • Act as receptionist when required
  • Track and schedule meetings
  • Prepare correspondence
  • Assist in recruitment and staffing process
  • Provide necessary support of grievance processes and other collective agreement   timelines
  • Track departmental budgets, classification, and other HR systems
  • Coordinate follow up action
  • Maintain a complex records management system
  • Maintain the Associate Vice President’s calendar
  • Assist with maintaining supplies and equipment
  • Take formal minutes of meetings
  • Perform other related duties as required

QUALIFICATIONS:

  • Grade 12 graduation and successful completion of a post-secondary program from a recognized educational institution in a related office studies program with two years related experience; an equivalent combination of training and experience will be considered
  • Comprehensive knowledge and skills in advanced word processing, electronic information systems, spreadsheet, and presentations applications
  • Have a thorough understanding of collective agreements and related processes in a unionized environment
  • Excellent knowledge of grammar and composition; accuracy
  • Demonstrated organizational abilities, initiative, and flexibility
  • Ability to prioritize and meet various deadlines
  • Clear understanding of the need for discretion and confidentiality
  • Ability to communicate effectively orally and in writing
  • Demonstrated interpersonal skills with the ability to work both independently and as part of a team
  • Familiarity with the UPEI environment it’s regulations and policies would be an asset
  • Training and/or experience in Human Resources would be an asset
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.