ADS Level 6 - Administrative Assistant - Clinical Learning and Simulation C

at  University of Prince Edward Island

Report directly to the Director of the Clinical Learning and Simulation Centre (CLSC) in 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 capabilities, strong motivation, and exceptional interpersonal skills.
This is a term position with the possibility of extension. The Faculty of Medicine is a fast-paced and growing faculty with many job opportunities on the horizon. If you are interested in working in the Faculty of Medicine, we strongly encourage all interested candidates to apply.
The position has a high level of administrative and financial responsibility in assisting and preparing budget performance submissions and finalizing budget reports. They will also support personnel, processes, and administrative functions of the CLSC team, including procurement of equipment and supplies for this collaborative simulation centre. They will also support calendar management and communication of simulation scheduling, guide facilitators and participants to their scheduled locations, resolve administrative challenges, and offer advice on organizational and faculty matters to the CLSC director. 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 will be collaborative, offering simulation services to multiple disciplines. The position will manage all customer service aspects of the front desk and waiting area, including general information and telephone and email communication. They will offer administrative support duties related to the flow of the centre. Because of the fast-paced environment with the flow of clinical faculty, facilitators, standardized patients and students, the incumbent must coordinate and react to frequently changing schedules and priorities and answer daily questions for not only the Director but also the staff of the CLSC.

QUALIFICATIONS:

• 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
• Completion of a College certificate as an administration assistant, with a minimum of 5 years of experience as an administrative assistant is required
• A bachelor’s degree would be an asset
• Incumbent requires exceptional financial, 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

• Manage the Director of the CLSC calendar and make decisions on schedule priorities, including necessity, appropriateness, and delegation of meeting requests
• Act as the primary contact and liaison between the CLSC Director, visitors, other departments, organizations, and the public
• Assist the Director in the procurement of equipment and supplies by tracking and reconciling purchase expenses, preparing expense reports, and properly allocating expenses to appropriate accounts. Obtain pricing from suppliers, generate online requisitions, manage supplier files, maintain price lists, prepare invoices for payment, and tracking expenses within budget lines
• Support Standardized Patient (SP) Programs with hiring, including payroll, onboarding paperwork, scheduling work dates, arranging parking, confirming work dates, submitting payment requisitions, compiling manuals, and maintaining a database of Standardized Patients
• Guide staff and faculty regarding university regulations for travel (booking travel, completing claims, per diem reimbursements)
• Provide guidance and instruction to other CLSC staff on procurement processes for the University
• Draft advertisements for all vacant staff and sessional positions
• Prepare HR paperwork for continued employment of contract/casual employees to ensure no lapse in service
• Retrieve statistics and reports as necessary for CLSC usage
• Compiles data from a variety of information sources and prepares reports for the Simulation Centre as requested/needed by staff
• Responsible for greeting and welcoming guests, receiving and delivering all incoming and outgoing mail and packages, answering all calls and directing as needed, scheduling meetings, and coordinating office activities
• Coordinate Simulation departmental meetings and events which includes room reservations, IT/AV equipment set up for meetings, guest speaker arrangements, creating simulation folders for guests, disseminating visitor parking information and passes, minutes recording, catering and any other details necessary for the event
• Attending training on emerging UPEI processes to ensure guidelines are followed and to provide guidance to clinical faculty, instructors and staff
• Arrange required resources for new employees (id card, parking, phone, computer, IT access/codes, orientation, etc.)
• Organize and schedule Simulation Center tours and assist with organizing external simulation-based events
• Create and maintain a filing system for simulation materials (equipment contracts, documents, etc.)
• Performs other duties as assigned