ADS Level 5 - Administrative Assistant - Faculty of Education

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

$52,265 to $57,551 per annum, as per CUPE 1870

The Faculty of Education is seeking an Administrative Assistant to provide a wide variety of administrative support services to the faculty, with a particular focus on the Bachelor of Education (BEd programs). This is a fast-paced, multitasking environment with a high volume of “drop-in” reception duties, and the person in this position must be very friendly, adaptable, and flexible. 


This position requires a person with the ability to handle a wide range of duties including:

  • Preparing a variety of correspondence and documents
  • Maintaining of email distribution lists
  • Coordinating, attending, and recording minutes from undergraduate program Committee meetings (BEd Committee, CAE Advisory Committee, etc.)
  • Booking classrooms (physical and electronic) as needed
  • Handling confidential information in a responsible manner
  • Compiling faculty and course evaluations
  • Maintaining materials required for program review 
  • Coordinating student application process for the faculty’s undergraduate programs, including recording admission status, communicating with Registrar’s Office on student status etc.
  • Maintaining accurate and up to date Student, Instructor, and Practicum Handbooks
  • Maintaining physical and database student files and monitoring records and degree audits
  • Collecting information and creating database files of practicum placements, schools, cooperating teachers, and other practicum related details
  • Assisting with the preparation of the BEd timetable
  • Providing guidance to students regarding registration requirements and teacher certification process
  • Liaising with the Registrar’s Office, Accounting, and other university departments
  • Processing expenses related to undergraduate program, practicum travel, and student awards
  • Other duties as required

In addition, the successful candidate will provide administrative support to the BEd program including the Coordinator of Undergraduate Programs / Practicum Coordinator, and the BEd general which includes Early Years, Indigenous, International and French Education specializations, and to faculty and sessional instructors. They will also work in collaboration with the administrative team in the Faculty of Education


The successful applicant will possess the following qualifications:

  • Grade 12 graduation plus completion of a recognized post secondary program in a related area is required plus a minimum of two (2) years relevant work experience, preferably in a university environment. An equivalent combination of education and experience will be considered
  • Experience and use of computers with various software programs such as Windows, Microsoft Word, Excel, Access, MyUPEI and internet
  • The successful candidate must be able to work independently and take initiative where appropriate.  They must possess excellent communication skills and be able to function as a member of a team in a busy academic department
  • Proficiency in French would be an asset
  • Familiarity with University regulations and policies will be considered 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 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.