ADS Level 5 - Administrative Assistant - Department of Health Management - Atlantic Veterinary College
$59,312 to $65,224 per annum, prorated to time, as per CUPE 1870
The Department of Health Management at the Atlantic Veterinary College (AVC), University of Prince Edward Island, is seeking applications from qualified individuals for a permanent full-time administrative support position. The successful candidate will provide administrative support services including budgetary and reporting requirements and assist faculty members with graduate students, post-doctoral fellows, and post graduate clinical certificate (PGC) students in a dynamic and fast-paced office environment with frequently changing demands.
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:
The successful candidate will provide administrative support in the department with a focus on all graduate student support in the department and faculty and staff in 3-North at AVC.
Primary responsibilities include:
- Lead payroll, onboarding, progress report monitoring, carrel/office space for grad students & PDFs
- Assist study permits, health insurance, banking, etc. for international graduate students and PDFs
- Assist recruitment/hiring of interns and residents via VIRMP administration & PEIVMA registration
- Support course administration (e.g book rooms, simple marking, entering marks)
- Liaise with undergraduate and graduate students when reviewing assignments, exams, etc.
- Refer students to resources and information in the department and on campus, where appropriate
- Assist with visiting scientists and applicable activities
Additional responsibilities specific to graduate students and PDFs in DHM include:
- Maintain a well-organized, up-to-date, confidential secure filing for department personnel records
- Maintain a well-organized, up-to-date, secure emailing distribution lists
- Submit key requests (new, planned renewals to prevent expiration and urgent renewals)
- Arrange travel/conference registrations and process expense/travel claims
- Assist with visiting scientists and applicable activities
Additional responsibilities specific to 3-North include:
- Photocopy, file and/or process incoming and outgoing mail, as needed
- Maintain office supplies and repository of resource materials
- Respond to telephone, e-mail and in-person inquiries regarding the department
- Arrange appointments and meetings/workshops
- Provide general support of course coordination for faculty, staff and students
- Process vouchers and requisitions for payment to vendors via UPEI’s financial system
- Other administrative duties as developed and assigned for graduate students and PDFs
- Provide general administrative support to the department when other administrative assistants in the department are unavailable
QUALIFICATIONS:
- Successful completion of a recognized post-secondary program as an administrative assistant, or in a related discipline
- 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
- Demonstrated excellence in interpersonal and communication skills
- Demonstrated ability to work independently, manage multiple tasks amid changing priorities and actively problem-solve and take initiative where appropriate
- Excellent organizational & time management skills; strong attention to detail and a clear understanding of the importance of confidentiality
- Working knowledge and demonstrated competency in computers and various office software programs (i.e., Microsoft Office Suite; Outlook Mail, Calendar and One Drive; Google; Quickbooks, Doodle; Zoom; Colleague) and UPEI-specific programs such as Romeo, Moodle, VIRMP, MyUPEI and 25Live
- Ability to identify level of urgency with students and prioritize emergencies
- Demonstrated ability to work with others as a team while meeting regular deadlines
Assets include:
- Familiarity with the academic / curricular programs, policies & procedures at the Atlantic Veterinary College
- Familiarity with the university environment and university policies & procedures
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 below.
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. Applications will not be accepted via email.
Only those applicants who are invited to an interview will be acknowledged.
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