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ADS Level 5 - Administrative Assistant - Department of Music - Faculty of Arts

Competition Number:
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department of Music
ADS Level 5 - Administrative Assistant
Full-Time Permanent Position
Hours of Work:
33.75 hours per week

$47,039 to $51,795 per annum, as per CUPE 1870

The Music department is seeking a dynamic individual to fulfil the position of administrative assistant and audition coordinator. The successful candidate will report to the Dean of Arts and support the chair and faculty of the Music department by providing administrative support to the faculty and students in the department.


  • Prepare a variety of correspondence; take minutes at monthly Faculty Council meetings; maintain photocopier; order and maintain office supplies/equipment; answer telephone; sort and distribute incoming mail for students and faculty
  • Maintain financial records for various music accounts
  • Process requests from UPEI students/faculty wishing to use practice facilities in Steel
  • Coordination of all auditions to the music department, including maintaining a user-friendly, up-to-date handbook of pertinent information; process applications from students; schedule in-person auditions as well as recorded auditions for students from off-Island
  • Maintain the entrance scholarship database to ensure the appropriate scholarships are awarded
  • Coordination of student courses, including advising incoming students of appropriate first-year core course and ensemble requirements
  • Maintain the Sessional Seniority Roster; generate sessional faculty contracts and checklists
  • Assist new faculty with onboarding including setup, coordination, and communication of network, UPEI, facilities and equipment
  • Organize Music Day and other recruitment efforts, such as the music-student-for-a-day program
  • Schedule all music exams and apply juries and ensure to book appropriate space for each; calculate final grades for applied courses and provide the grade to the applied instructor(s) for submission to Moodle
  • Create/distribute Student Opinion of Teaching Surveys
  • Oversee the scheduling of the classrooms and recital hall; set up practice room schedules each semester; oversee the hiring and payment of technicians for tuning and maintenance of pianos
  • Oversee application process for students wishing to perform junior/senior/directed studies recitals
  • Design, create and print programs for these recitals, advertise the recitals to campus and community; arrange for a recording technician, stage crew and lighting technician
  • Assist department recital committee to book guest and faculty recitals


  • Grade 12 graduation and completion of a recognized post-secondary program in a related area is required plus a minimum of two (2) years relevant work experience
  • A Bachelor’s degree in Music or Arts Administration would be considered an asset
  • Must have excellent verbal, written, and communication skills
  • Must have an extensive administrative capacity to handle the diverse duties associated with this position


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 all students, staff, and faculty to comply with the Covid 19 attestation and vaccination requirements as set out under 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.