ADS Level 5 - Administrative Assistant - School of Mathematical and Computational Sciences and Department of Physics - Faculty of Science

Competition Number:
138E25
Position Type:
Staff Position
Closing Date:
Date of Posting:
Department:
School of Mathematical and Computational Sciences and Department of Physics
Position:
ADS Level 5 - Administrative Assistant
Contract:
Full-Time Permanent Position
Hours of Work:
33.75 hours per week
Salary:

$53,381,312 to $58,702 per annum as per CUPE 1870

The School of Mathematical and Computational (SMCS) and Department of Physics require an Administrative Assistant to provide a wide variety of reception and support services for students and faculty in both units. The successful applicant will report directly to the Associate Dean of SMCS and the Chair of the Physics Department.

RESPONSIBILITIES:

  • Represent both the School of Mathematical and Computational Sciences (SMCS) and the Department of Physics as the initial point of contact (in-person, email, and telephone) for students, faculty, staff, and the public
  • Provide administrative support to the Associate Dean (SMCS) and the Chair (Physics), including calendar management, correspondence, and meeting preparation
  • Respond to a wide variety of student inquiries and provide information on academic advising, course offerings, and departmental procedures
  • Assist with preparation of course timetables and scheduling, including conflict resolution and data entry in institutional systems 
  • Organize and disseminate Student Opinion of Teaching Surveys (SOTS) 
  • Coordinate departmental meetings: book rooms, prepare agendas, take and distribute minutes, and track follow-up actions
  • Support event and workshop coordination, including travel arrangements, registrations, reimbursements, room bookings, and catering Support the various hiring processes and prepare paperwork for faculty, sessional instructors, staff and student hires; Manage sessional roster
  • Monitor and maintain budget records for both departments
  • Other duties as assigned

QUALIFICATIONS: 

  • Completion of post-secondary education in related office program with two years related experience, or an equivalent combination of training and experience
  • Experience working in an academic environment, taking meeting minutes, and completing forms for hiring and financial processes would be considered an asset
  • 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
  • Must be able to prioritize tasks in a fast-paced multi-tasking environment
  • Demonstrated ability to maintain strict confidentiality 
  • Knowledge of 海角社区 and its operations would be an asset
  • Ability to maintain confidentiality
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 below.

If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, 海角社区, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.

海角社区 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. 海角社区 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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海角社区 encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university鈥檚 various employment and collective agreements, first priority will be given to internal candidates.