The Dean of Science requires an Administrative Assistant to provide administrative and operational support to the Dean and Faculty.  The successful applicant will report directly to the Dean and will provide senior level administrative support in an efficient and timely manner.  This is a multifaceted and challenging role which includes a variety of tasks.

The Faculty of Science offers undergraduate and graduate programs in five departments, two schools, and a number of articulated and stand-alone programs.

RESPONSIBILITIES:

The successful applicant will:

• Provide first point of contact service for inquiries to the Dean
• Manage the office
• Provide general administrative support to the Dean, including financial, personnel, and administrative functions
• Coordinate the Dean’s agenda by arranging calendar appointments, meetings and travel
• Provide advice to the Dean on organizational matters related to the office of a senior administrator
• Maintain confidential files
• Help coordinate the recruitment of new faculty, staff, and sessional lecturers
• Track sessional contracts and term appointments to ensure compliance with budget allocations and with the Faculty Association Collective agreement;
• Assist the Dean in monitoring and maintaining up-to-date records of faculty and staff
• Assist the Dean with administration related to budget management for the Faculty
• Ensure the completion and submission of all related Human Resources/Accounting forms
• Coordinate the ordering and tracking of supplies and equipment
• Assist with duties which include arranging and planning events on behalf of the Dean and Faculty
• Coordinate student recognition and awards
• Serve as a mentor among Science Administrative Assistants
• Schedule and coordinate meetings for all of the Science Administrative Assistants
• Liaise with other Faculties and administrative offices on and off campus
• Perform other duties as required

QUALIFICATIONS:

Successful applicants will possess:

• An appropriate post-secondary program with at least five (5) years related work experience and/or a combination of education and related work experience.  A university degree would be considered an asset.
• Strong organizational and time management skills
• Ability to multitask in a fast-paced environment
• Attention to detail in an environment where errors can have severe consequences
• Experience working with budgets
• Excellent interpersonal, collaborative, and both oral and written communication skills
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Strong computer skills and proven efficiency in software packages including MS Excel, Word, PDF Professional, Google Drive and Sites
• Ability to work with minimal supervision and familiarity with a university environment would be considered assets
• Experience working in an unionized environment and familiarity with UPEI Collective Agreements would be considered assets
• Familiarity with UPEI systems including myUPEI would be considered an asset
• Adaptability and flexibility in a variety of situations