ADS Level 6 - Administrative Assistant - Faculty of Medicine

The University of Prince Edward Island (UPEI) Faculty of Medicine (FoM) is seeking a highly experienced and skilled Administrative Assistant to join our dynamic team. The Administrative Assistant provides comprehensive administrative and operational support to both the Director of Strategic Priorities and Policy Development (DSPPD) and the Associate Dean for the Memorial PEI Campus. This role is crucial in managing day-to-day administrative functions, coordinating meetings and events, maintaining records, and facilitating communication between internal and external stakeholders. The position requires a high degree of professionalism, confidentiality, and efficiency.

RESPONSIBILITIES:

• Under the direction of the Director of Strategic Priorities and Policy Development, manage the Associate Dean and DSPPD’s calendar, prioritizing and delegating meeting requests
• Assist the Associate Dean and DSPPD in preparing for meetings.
• Act as the primary contact and liaison between the Associate Dean and DSPPD and visitors, other departments, organizations, and the public
• Compile information, prepare documents and reports, and proofread documents
• Prepare travel arrangements and itineraries
• Retrieve statistics and reports as necessary
• Manage committee processes, including coordinating agendas, compiling and distributing meeting materials, arranging room bookings, recording minutes, and following up on action items
• Manage faculty processes, ensuring appropriate documents are collected for faculty appointments
• Compile information and distribute electronic bulletins relevant to faculty and staff
• Compose a range of correspondence, reports, and presentations
• Develop, recommend, and initiate systems to improve office efficiency
• Authorize departmental purchases under $2,000
• Prepare expense claims and reconcile statements of credit card purchases for the Associate Dean and DSPPD
• Guide staff and faculty regarding university regulations for travel
• Review expense claims submitted by others for the Associate Dean and DSPPD’s signature
• Manage expenditure records and prepare requisitions for invoice payments
• Provide guidance and instruction on using the myUPEI financial system and procurement processes
• Monitor and maintain up-to-date confidential faculty and staff records
• Facilitate communication between the Memorial Regional Campus, UPEI, Memorial University, government bodies, and other stakeholders
• Manage incoming and outgoing correspondence, ensuring timely and accurate responses

QUALIFICATIONS:

• Either an approved Administrative Assistant College program, or a Bachelor’s degree in public administration, political science, business, economics, or a related field coupled with five (5) years of relevant experience, preferably in an academic or medical setting
• Strong organizational and time-management skills
• Excellent communication and interpersonal skills
• The ability to handle sensitive and confidential information with discretion
• Exceptional problem-solving and critical thinking, including above-average writing and analytical skills
• Proficiency in Microsoft Office Suite and other relevant software
• Knowledge of university regulations and procedures would be an asset