The Dean’s Office at the Atlantic Veterinary College (AVC) is inviting applications for a full-time, in-person, permanent Administrative Assistant position. The successful candidate will provide senior-level administrative and operational support to personnel within the AVC Dean’s Office.

What we offer: 

• Flexible work arrangements
• Comprehensive Health and Dental Care Benefits
• Post Retirement Benefits
• Tuition Waivers
• Health and Wellness on Campus available to staff and their families
• Professional Development Opportunities

RESPONSIBILITIES:

• Provide comprehensive administrative and operational support to AVC Dean’s Office Personnel
• Safety and Policies
  • Maintain and update AVC Policies and Standard Operating Procedures (SOPs) and Emergency Building plan
  • Liaise with UPEI Security Services and other departments on fire drills and maintenance
  • Process AVC key requests, after-hours access, and lock alteration authorization forms
  • Manage and initiate safety supplies ordering, including Rabies vaccines and laboratory coats
• Human Resources Support
  • Communicate effectively with department chairs and their administrative assistants, directors, and managers to ensure timely and accurate completion of forms related to hiring processes
  • Track and ensure timely renewal of faculty appointments and contracts
  • Track and process sabbatical applications
  • Ensure timely and accurate advertisement of open positions
  • Provide detailed market differential assessments and compensation benchmarking
  • Create and maintain an electronic database of personnel-related files
• Administrative support to AVC
  • Welcome visitors, faculty, staff, and students, and provide them with relevant information
  • Coordinate bi-annual Advisory Council and Regional Standing Committee meetings and take minutes
• Administrative support to AVC Chief Operating Officer (COO)
  • Assist in monitoring AVC central costs accounts
  • Provide administrative and operational support for AVC contracts
  • Process and track AVC recruitment expenses
  • Coordinate, track and process accommodations and travel for visiting lecturers
• Perform additional duties as assigned

QUALIFICATIONS: 

• Post-secondary education in Office Administration or equivalent combination of education and experience, with at least five years of relevant work experience, preferably in university setting
• Advance proficiency in Microsoft Office suite and familiarity with evolving technology relevant to the role
• Excellent work ethic and reliability
• Self-motivated and strong ability to learn independently
• Exceptional organizational and time management skills
• Strong attention to detail
• Excellent oral and written communication skills, with demonstrated ability in grammar and composition
• Commitment to diversity, equity, inclusion, and belonging
• Ability to work independently and collaboratively while demonstrating diplomacy, sound judgement, and confidentiality
• Ability to manage multiple tasks amid changing priorities and take initiative where necessary
• Proven ability to meet deadlines in a dynamic environment

ASSETS:

• Familiarity with higher education environment, policies & procedures
• Experience working in a diverse environment