Administrative Assistant

The University of Prince Edward Island Faculty of Medicine is seeking a highly organized, proactive, and resourceful Administrative Support professional to support the Clinical Learning and Simulation Centre (CLSC). The CLSC is a dynamic, fast-paced interdisciplinary environment supporting undergraduate and postgraduate medical education, nursing, allied health, continuing professional development, and healthcare system partnerships through simulation-based education.

Reporting to the Director, CLSC, the Administrative Support professional provides administrative and operational coordination to support the effective day-to-day functioning of the Centre. The role requires a high degree of independent judgment, discretion, problem-solving, and the ability to coordinate multiple operational priorities in a complex academic and healthcare environment.

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 administrative and operational coordination for the CLSC, including calendar management, input of operational metrics, input of feedback data from the SP Program, scheduling, meeting coordination, and preparation of agendas, minutes, and follow-up documents
• Act as a central contact for faculty, learners, healthcare partners, staff, vendors, and external stakeholders, ensuring professional communication across programs
• Support the operational needs of the CLSC
• Assist with space allocation for the CLSC
• Monitor and order general office supplies
• Submit and follow up on maintenance requests
• Monitor the CLSC website to ensure it is updated and accurate
• Maintain and oversee confidential records, databases, scheduling systems, and administrative documents
• Support the coordination of onboarding for standardized patients and staff
• Prepare professional correspondence, reports, presentations, briefing materials, and operational documents for leadership and stakeholders
• Assist with reporting, accreditation, data collection, and quality improvement initiatives
• Maintain and organize the reception area of the CLSC
• Coordinate Simulation departmental meetings and events which includes room reservations, IT/AV equipment set up for meetings, guest speaker arrangements, creating simulation folders for guests, disseminating visitor parking information and passes, minutes recording, catering and any other details necessary for the event
• Attending training on emerging UPEI processes to ensure guidelines are followed
• Provide guidance on office procedures, operational processes, and departmental coordination
• Exercise sound judgment and decision-making to manage priorities and respond to operational needs in a fast-paced environment
• Coordinate Simulation departmental meetings and events which includes room reservations, IT/AV equipment set up for meetings, guest speaker arrangements, creating simulation folders for guests, disseminating visitor parking information and passes, minutes recording, catering and any other details necessary for the event
• Attending training on emerging UPEI processes to ensure guidelines are followed
• Other duties as required

QUALIFICATIONS

• Grade 12 graduation and successful completion of a two-year post-secondary program in a related area, with a minimum of three years of relevant work experience, or an equivalent combination of training and experience.
• Recent experience as an administrative assistant in a related setting is considered an asset
• Excellent knowledge and skills in word processing, email, internet searching, database management and spreadsheets (Microsoft Office Suite and Google Docs)
• Strong interpersonal, organizational, communication and office management skills with attention to detail
• Must be able to work independently and as part of team and take initiative where appropriate
• Demonstrated ability to maintain co-operative and respectful interpersonal relationships in a diverse and inclusive environment
• Demonstrated ability to multitask, prioritize work, and function professionally in a high-pressure, deadline and deliverables-oriented environment