ADS Level 6 - Administrative Assistant to the Director - Student Affairs - Student Experience Hub

Competition Number:
219E23
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
Student Affairs
Position:
ADS Level 6 - Administrative Assistant to the Director
Contract:
Full-Time Permanent Position
Hours of Work:
37.5 hours per week
Salary:

$60,585 to $66,535 per annum, as per CUPE 1870

The Department of Student Affairs at the Student Experience Hub is seeking an administrative support person to provide senior level administrative and operational support to the Director of Student Affairs. This is a multifaceted and challenging role which includes a variety of tasks. Located within the Student Experience Hub, the Department of Student Affairs office encompasses Counselling Services, Academic Advising, Accessibility Services, Academic Coaching, the Pathways to Academic Success Program, the Gateway transitional program, Campus Life, and Mawi’omi. 

RESPONSIBILITIES:

  • Provide comprehensive administrative support to the Director of Student Affairs, including managing appointments, scheduling meetings, and handling correspondence
  • Plan and coordinate various student affairs events, workshops, and meetings – ensuring all logistics are in order and communication is effective
  • Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
  • Maintain accurate records and documents related to student affairs, ensuring data integrity and confidentiality
  • Act as liaison between the Director and other university departments, students, and external stakeholders
  • Assist in budget tracking, financial reporting, and expenses management for the Department of Student Affairs 
  • Provide support and assistance to students – addressing inquiries, concerns, and referring them to the appropriate resources when necessary
  • Prepare reports, presentations, and documents for the Director, summarizing department activities and initiatives
  • Ensure compliance with university policies, procedures, and regulations within the Department of Student Affairs
  • Collaborate with the Director on special projects, initiatives, and research related to student affairs
  • Perform other related duties as required

QUALIFICATIONS:

  • Post-secondary education in a relevant field 
  • A minimum of 3-years’ previous experience in administrative or executive support roles, preferably in an educational setting or an equivalent combination of education and work experience
  • Strong organizational and time management skills 
  • Excellent interpersonal, collaborative, and both oral and written communication skills 
  • Demonstrated commitment to valuing equity, diversity and inclusion and contributing to an inclusive working and learning environment 
  • Culturally competent communication and cross-cultural understanding 
  • Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality 
  • Experience and demonstrated competency using various software programs such as Microsoft Office, Outlook Mail & Calendar, Word, Excel, Google Docs and Internet (must be able to search for required information) 
  • Ability to work with minimal supervision  
  • Familiarity with a university environment and with UPEI’s Colleague Student Information System and room booking software would be considered an asset 
  • Strong attention to detail and the ability to handle sensitive information with discretion 
  • Ability to work effectively in a fast-paced and dynamic environment 
  • Adaptability and flexibility in a variety of situations  
  • Knowledge of University policies and procedures would be an asset
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.