Do you want to support an exceptional team practicing and teaching the highest standards of Veterinary Medicine for large and small animal patients?  Do you want to contribute to a dynamic environment dedicated to training and shaping the next generation of veterinarians?  If so, we’d love to have you join us!  The Veterinary Teaching Hospital requires an Administrative Assistant to support the VTH Admin team and hospital operations.

RESPONSIBILITIES:

• Acting as an Administrative Assistant to the VTH Admin team to organize and advance a variety of simple and complex administrative tasks, troubleshoot, and solve problems, prioritizing issues to find effective and efficient solutions
• Provide administrative support for Human Resource (HR) matters with VTH Administration, AVC Dean’s Office, Human Resources and Payroll Office, including acting as a confidential liaison for sensitive matters
• Prepare and scrutinize staffing authorization requests for staff, clinical faculty and working student positions. Prepare subsequent personal transaction forms and associated paperwork for staff and students, and hiring recommendations for clinical faculty
• Monitor and maintain up-to-date personnel records for staff, clinicians, house officers and working students, including maintaining accurate e-mail distribution groups and organizational charts
• Process expenditures under the purview of the AVC Dean, Assistant Dean, Clinical and Professional Programming and the VTH Admin team (supplies, equipment, petty cash, credit card reconciliation)
• Assist with the administration and monitoring of budgets, purchase orders and support general accounting of VTH and associated cost centres
• Work with VTH Administration to support onboarding of new staff, faculty, house officers and locums including setup, coordination, and communication of network, UPEI and VTH systems, facilities, and equipment access
• Monitor the hospital staff schedule, receive leave requests, enter leave dates for supervisor review, communicate with staff to ensure leave forms are submitted and enter employee leaves into the UPEI HR system
• Review payroll forms to confirm accuracy of account numbers and rates of pay for on-call stipends, shift differentials, after-hours emergency remuneration for staff, clinicians, and house officers
• Submit bi-weekly to payroll the on-call stipend payments for clinical faculty
• Prepare a variety of correspondence and documents as required for hospital operations
• Screen, prioritize and act on information and tasks flowing through the VTH Admin Office including forwarding and follow-up as required
• Inventory:  Order and maintain office supplies/equipment, general VTH supplies and assist with major equipment purchase processes
• Submit and follow-up on Facilities Management Work Orders, as needed
• Maintain collegial and professional interactions and communication with colleagues, students, and clients at all times
• Other duties as assigned

QUALIFICATIONS:

• Completion of a two-year post-secondary program in a related discipline (Business Administration / Finance / Office Management)
• Minimum of 3 years of experience in a similar administrative position
• Experience with monitoring and maintaining budgets and bookkeeping (use of University procurement and accounting systems would be an asset)
• Demonstrated ability in written and oral communications with excellent organization and interpersonal skills
• Demonstrated ability to work collaboratively with a variety of colleagues, with experience in an academic environment considered an asset
• Demonstrated flexibility to handle frequent interruptions while ensuring multiple tasks and projects are completed to deadline
• Excellent time management and computer skills with a strong working knowledge of Microsoft Office including Word and Excel
• Demonstrated ability to initiate actions independently and to work with minimum supervision
• Demonstrated ability to maintain strict confidentiality