ADS Level 7 - Administrative Assistant - Faculty of MedicineCompetition Number:138E26Position Type:Staff PositionClosing Date:Aug 23, 2026Date of Posting:Aug 13, 2026Department:Faculty of MedicinePosition:Contract:Full-Time Permanent PositionHours of Work:37.5 hours per week$69,804 to $76,440 per annum, as per CUPE 1870The Faculty of Medicine is seeking an administrative assistant to provide administrative and operational support to the Chief Operating Officer (COO). The successful applicant will report directly to the COO and will provide senior level administrative support in an efficient and timely manner. This is a multifaceted and challenging role which includes a variety of tasks.What we offer:Comprehensive Health and Dental Care BenefitsTuition WaiversHealth and Wellness on Campus available to staff and their familiesProfessional Development OpportunitiesRESPONSIBILITIES:Assist the COO with a wide range of inquiries and provide first point of contact service for inquiries to the COOProvide general administrative support to the COO, including financial, personnel, and administrative functionsCoordinate the COO’s agenda by arranging calendar appointments, meetings, travelAssist the COO in monitoring and maintaining up-to-date records of faculty and staffProvide advice to the COO on organizational matters related to the office of a senior administratorLiaise with program/course coordinators in the scheduling of timetables and course assignmentsAssist the COO in maintaining and monitoring Faculty budgetsCreate and prepare meeting agendas, take minutes,



assemble and distribute materials and track action itemsAssist with duties which include arranging and planning eventsCoordinate the general administrative workload of the officeCoordinate the ordering and tracking of supplies and equipmentEnsure the completion and submission of all related Human Resource /Financial formsCoordinate special events on behalf of the COOMaintain and update a complex records management systemPrepare the COO’s correspondence and reportsLiaise with other Faculties and administrative offices on campusMaintain and process information required for student files as requiredProcess all internal and external requisitions and maintain and monitor all financial expenditures and recordsExperience with Excel spreadsheets and budgets are essentialPerform other related duties as requiredQUALIFICATIONS:The successful applicant will possess the following qualifications:Completion of a post-secondary program in a related office program with at least five years’ related work experience, preferably in a university environment or equivalent combination of education and experienceStrong organizational and time management skillsExcellent interpersonal, collaborative, and both oral and written communication skillsAbility to work independently as well as a member of a team, exercising a high degree of judgment and confidentialityExperience and use of microcomputers with various software programs such as Windows, Microsoft Word, Word Perfect, Google Docs, Excel, Access, Drupal, HTML and Internet (must be able to search for required information)Ability to work with minimal supervision and familiarity with a university workplace would be considered assetsAdaptability and flexibility in a variety of situationsUPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.#J-18808-Ljbffr

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