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

Competition Number:
78E23
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
School of Mathematical and Computational Sciences and Department of Physics
Position:
ADS Level 4 - Administrative Assistant
Contract:
Full-Time Term Position
Hours of Work:
37.5 hours per week
Salary:

$48,683 to $53,459 per annum, prorated to time and term, as per CUPE 1870

Term:

As soon as possible to April 30, 2024 (Term may be reduced or extended depending on performance, available funding, and departmental requirements)

The School of Mathematical and Computational (SMCS) and Department of Physics require an Administrative Assistant to provide a wide variety of reception and support services for students and faculty in both units. The successful applicant will report directly to the Associate Dean of SMCS and the Chair of the Physics Department.

RESPONSIBILITIES:

  • Represent SMCS and the Department of Physics as the initial point of contact with the public, faculty, students and staff
  • General office administration to assist faculty, staff and student
  • Responding to a variety of student inquiries and requests
  • Receive and distribute incoming mail
  • Preparing outgoing mail and courier 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 food catering
  • Organize and disseminate student opinion of teaching surveys
  • Coordinate and record minutes of meetings and meeting follow up
  • Assist students with degree audits
  • Perform data entry as needed into ITSS, HR, and Registrar platforms and forms
  • 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
  • Experience working in an academic environment
  • Experience taking meeting minutes in an academic environment
  • Experience in completing university forms for hiring and financial processes
  • Knowledge of Student Opinion of Teaching Survey (SOTS) processes
  • 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.

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. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, hrofficer@upei.ca.

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.