ADS Level 6 - Administrative Assistant - School of Mathematical and Computa

at  University of Prince Edward Island

The University of Prince Edward Island is seeking applications from an energetic and motivated individual to join the School of Mathematical and Computational Sciences (SMCS). The successful applicant will report directly to the Associate Dean.

QUALIFICATIONS:

• Completion of post-secondary education in an administration assistant program with 3-5 years related experience, or an equivalent combination of training and experience
• Experience with monitoring and maintaining budgets and bookkeeping (use of University procurement and accounting systems would be an asset)
• Excellent time management and computer skills with a strong working knowledge of Microsoft Office (including word processing, email, internet searching, spreadsheets, database management)
• Demonstrated ability in written and oral communications with excellent organization and interpersonal skills
• Demonstrated ability to work independently and prioritize tasks in a fast-paced environment
• Demonstrated ability to work collaboratively with a variety of colleagues, with experience in an academic environment considered an asset
• Demonstrated ability to maintain strict confidentiality
• Knowledge of UPEI and its operations would be an asset
• Experience with enterprise-level software systems would be an asset

• Coordinate the School’s administration office; maintain files; track recurring deadlines
• Provide operational support to the Associate Dean and Faculty
• Liaise with academic and support departments across campus
• Organize meetings, prepare agendas, take and distribute minutes, book rooms
• Manage schedules and appointments; book travel and prepare itineraries
• Track budgets, purchase equipment and supplies, maintain petty cash, process expenditures, credit card reconciliations
• Answer student inquiries with respect to admissions, course offerings, and timetable
• Provide a point of contact between the general public and SMCS, screening calls and answering or re-directing queries
• Assist with the organization of conferences, workshops, camps and other special events organized through SMCS
• Assist with the assignment, monitoring and coordination of student hiring for the Help Centre, Student Assistants/Tutors, Markers, etc.
• Support the various hiring processes and prepare paperwork for faculty, sessional instructors, staff and student hires
• Manage sessional roster
• Coordinate student evaluations of teaching
• Assist the Associate Dean for paperwork for tenure and promotion of faculty members
• Other duties as assigned