The incumbent will report directly to the Director of Academic Affairs (DAA) for the Faculty of Medicine. This position requires an efficient individual in a multi-tasking work environment with high competencies in office-related computer technologies, an ability to work independently, excellent analytical and planning abilities, strong motivation, and exceptional interpersonal skills.

The position supports personnel, processes, and administrative functions of the faculty, resolves administrative challenges, and offers advice on organizational, and faculty matters to the DAA. The position provides guidance and advice on administrative processes, university regulations and procedures, guidelines, and deadlines.

The work environment is high-traffic and fast-paced, and the subject matter is frequently of a sensitive and or confidential nature. Because of the duties of the DAA, visitors and contacts are the COO, senior administrators, the Dean of Medicine, other Deans, and students. The incumbent must coordinate and react to frequently changing schedules and priorities and answer daily questions for the DAA.

RESPONSIBILITIES:

The duties include the following:

• Coordinate the DAA’s calendar, and make decisions on priorities for the DAA’s schedule, including necessity, appropriateness, and delegation of meeting requests
• Assist the DAA to be fully prepared for meetings
• Act as primary contact and liaison between the DAA and visitors, other departments and organizations, and the public
• Compile information, prepare documents and reports and/or proofread documents for the DAA
• Prepare travel arrangements and itineraries
• Retrieve statistics and reports as necessary
• Monitor Committee processes, including coordinating and preparing agendas, compiling and distributing meeting materials, arranging room bookings, recording minutes, and following up on action items
• Coordinate processes for the faculty, such as ensuring appropriate documents are collected for faculty appointments
• Compile information and distribute electronic bulletins of notices relevant to faculty and staff
• Compose a range of correspondence, reports and presentations
• Develop, recommend, and initiate systems that will improve the efficiency of the office information needs
• Prepare DAA’s expense claims and reconcile statements of credit card purchases
• Guide staff and faculty regarding university regulations for travel (completing claims, per diem reimbursements, entering information into Colleague, etc.)
• Prepare requisitions to arrange invoice payments
• Assist in key initiatives of the admissions process and the recruitment and admission of students to the Faculty of Medicine undergraduate program
• Work with the DAA to meet deadlines for faculty review, tenure, promotion, appointments, and sabbatical
• Coordinate the process for faculty/academic recruitment and appointments
• Draft advertisements for all vacant faculty, staff, and sessional positions
• Assist in maintaining timetables
• Organize orientation meetings for DAA and new staff
• Arrange required resources for new employees (key requests, signage requests, network access, computer, furnishings, etc.)
• Submit work orders as required and follow up on outstanding issues
• Coordinate the submission of the overall workload timetable
• Maintain confidential files
• Attending training on emerging UPEI processes to ensure guidelines are followed and to provide guidance to faculty, instructors and staff
• Perform other duties as required

QUALIFICATIONS:

• Completion of a College certificate as an administration assistant, with a minimum of 3 years of experience as an administrative assistant required
• A bachelor's degree would be an asset
• Incumbent must have a high degree of maturity and work experience to draw on and interpret policies, be aware of potential situations arising, be able to suggest solutions to issues, and effectively handle the complex and demanding nature of the position
• Incumbent requires exceptional organizational, management, communication, and time management skills
• Incumbent requires exceptional problem-solving and critical thinking, including above-average writing and analytical skills
• Experience within a post-secondary institution would be considered an asset