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ADS Level 4 - Administrative Assistant - School of Mathematical and Computational Sciences - Faculty of Science

Competition Number:
36E20
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
School of Mathematical and Computational Sciences - Faculty of Science
Position:
ADS Level 4 - Administrative Assistant
Contract:
Full Time Term Position
Hours of Work:
37.5 hours per week
Salary:

$43,633 per annum, prorated to term as per CUPE 1870

Term:

April 1, 2020 to September 30, 2020 (Term may be reduced or extended depending on performance, available funding and departmental requirements)

The School of Mathematical and Computational (SMCS) requires a Student/Faculty Service Assistant to provide a wide variety of reception and support services for students and faculty in both SMCS and the Department of Physics.  The successful applicant will report directly to the Associate Dean of SMCS, with additional duties assigned by the Chair of Physics.

RESPONSIBILITIES:

  • Represent the programs as the initial point of personal and telephone contact with the public, faculty, students and staff
  • General office administration to assist faculty and students
  • Responding to a variety of student inquiries and requests
  • Receive and distribute incoming mail
  • Preparing outgoing mail and couriers packages
  • Scanning and uploading documents and maintaining electronic storage of documents
  • Create and maintain word documents and spreadsheets
  • Maintain the administrative filing systems and mailing lists
  • Responsible for maintaining inventory of office supplies
  • Maintain on-line calendars, arrange appointments, schedule meetings, booking rooms, and confirming appointments
  • Provide assistance for the workshops, events, travel arrangements and/or accommodation reservations, and ordering food
  • Organize and disseminate student opinion of teaching surveys
  • Other duties as may be required

QUALIFICATIONS:

  • Grade 12 graduation and successful completion of a two-year post-secondary program in a related office program, or an equivalent combination of training and experience
  • Excellent knowledge and skills in word processing, email, internet searching, and spreadsheets (Microsoft Office Suite, Google Docs and Gmail)
  • Strong interpersonal, organizational and communication skills, oral and written
  • Must be able to work independently and as part of a team
  • Must be able to prioritize tasks in a fast-paced multi-tasking environment
  • Experience in handling changing priorities
  • Ability to interact with faculty, staff and students in a professional and courteous manner
  • Experience working with international students or in multicultural environments would be an asset
  • Ability to maintain confidentiality

 

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.

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.

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.