ADS Level 5 - Administrative Assistant - Dean's Office - Atlantic Veterinar

at  University of Prince Edward Island

The Dean’s Office of the Atlantic Veterinary College is seeking applications from qualified individuals for a full-time, term administrative assistant position, with possible extension pending satisfactory performance and budgetary approval, to support hiring processes at AVC, ensuring the preparation and submission of specific HR forms required by the two academic clinical departments (Companion Animals and Health Management). The incumbent will also assist the departments of Biomedical Sciences and Pathology & Microbiology, as well as operational units of the Atlantic Veterinary College as needed to ensure consistency and accuracy.

QUALIFICATIONS:

• Successful completion of a recognized post-secondary program in a related program or discipline
• Minimum of a two-year Community College diploma or one-year Bachelor degree or an equivalent combination of education and work experience
• Demonstrated excellent interpersonal and oral and written English communication skills, with demonstrated proficiency with grammar and composition
• Ability to demonstrate and maintain high level of diplomacy and judgement
• Demonstrated ability to work independently, manage multiple tasks amid changing priorities and actively problem-solve and take initiative where appropriate
• Demonstrated ability to work with others while meeting deadlines.
• Excellent organizational and 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

• Support hiring processes at AVC, ensuring the preparation and submission of specific HR forms required by the two academic clinical departments (Companion Animals and Health Management)
• Assist the departments of Biomedical Sciences and Pathology & Microbiology, as well as operational units of the Atlantic Veterinary College as needed to ensure consistency and accuracy
• Communicate effectively with department chairs and their administrative assistants, directors, and managers to collect the information required to complete staffing authorization forms for faculty, staff and students, personnel transaction forms (PTFs), sessional & faculty overload forms, hiring recommendation forms, market differential forms (with supporting documentation), check list forms as required for faculty hiring packages, tenure template form for calculation of the tenure timeline, award stipend transaction forms, and other forms that may be required
• Verify the accuracy of related salaries, market differentials and other budget details with the department chairs, their administrative assistants, directors, managers, researchers, the AVC Finance Officer, HR and Payroll. Other duties include proofreading advertisements for consistency and accuracy and arranging external advertising