The incumbent will report directly to the Director of Academic Affairs (DAA) for the Faculty of Medicine. This position provides comprehensive administrative support to the DAA and supports the day-to-day administrative operations of the Academic Affairs portfolio. The position requires an efficient individual who can manage multiple priorities in a fast-paced environment, work independently, exercise sound judgment, and demonstrate strong organizational, analytical, communication, and interpersonal skills.

In addition to providing direct administrative support to the DAA, the position is responsible for administering several specialized and operational processes within the Faculty of Medicine. These responsibilities include financial administration, scholarships and bursaries, contracts and agreements, human resources administration, and faculty administration. The incumbent interprets and applies University policies, procedures, regulations, guidelines, and established processes, and provides guidance to faculty and staff to support the timely and accurate completion of administrative requirements.

The position operates within a high-volume environment and regularly handles sensitive, confidential, and time-sensitive information. The incumbent works closely with the DAA, faculty and staff, students, senior administrators, Financial Services, Contract and Procurement Services, Human Resources, contractors, vendors, and other internal and external stakeholders. The position requires the ability to work independently, anticipate administrative needs, respond effectively to changing priorities, and exercise appropriate judgment while providing accurate, timely, and professional service across multiple areas of responsibility.

What we offer:

Flexible work arrangements

Comprehensive Health and Dental Care Benefits

Post Retirement Benefits

Tuition Waivers

Health and Wellness on Campus available to staff and their families

Professional Development Opportunities

RESPONSIBILITIES:

ADMINISTRATIVE SUPPORT TO THE DIRECTOR OF ACADEMIC AFFAIRS

Manage the DAA's calendar and make decisions on priorities for the DAA's schedule, including the necessity and appropriateness of meeting requests and delegation where appropriate

Assist the DAA in preparing for meetings by compiling information, preparing documents, and coordinating meeting materials

Act as a primary contact and qualified liaison for the DAA with faculty, staff, students, University departments, external organizations, and the public

Maintain confidential files and records in accordance with university requirements

Compile information, prepare documents and reports, and proofread correspondence, reports, presentations, and other materials for the DAA

Coordinate travel arrangements and itineraries and assist with related expense reconciliation

Retrieve statistics and reports and conduct basic analysis as required

Coordinate committee processes, including preparing agendas, compiling and distributing meeting materials, arranging rooms, recording minutes, and following up on action items

Compose a range of correspondence, reports, presentations, notices, and other administrative communications

Compile and distribute electronic bulletins and notices relevant to faculty and staff

Develop, recommend, and implement administrative systems and processes that improve the efficiency and organization of the office





Coordinate and respond to administrative inquiries and assist the DAA with day-to-day administrative matters

FINANCIAL ADMINISTRATION

Prepare the DAA's expense claims and reconcile credit card statements and purchases, ensuring appropriate documentation and compliance with university requirements

Process vouchers and other financial documentation for the DAA and departmental staff

Prepare requisitions and coordinate purchasing and invoice payment processes

Provide guidance to faculty and staff regarding university financial, travel, and procurement procedures, including expense claims, per-diem reimbursements, and use of applicable financial systems

Review expense claims and financial documentation for accuracy and completeness prior to submission

Maintain and monitor expenditure records and assist with budget tracking and reporting

Provide administrative support for departmental purchasing and liaise with Financial Services, Procurement Services, and other units to resolve financial issues

SCHOLARSHIPS, BURSARIES AND AWARDS

Coordinate and administer Faculty of Medicine scholarships, bursaries, and awards

Maintain records related to scholarship and award eligibility, funding requirements, deadlines, and payments

Process scholarship and award payments and ensure required financial documentation is complete and accurate

Monitor scholarship allocations and expenditures and assist with budget tracking

Prepare reports and maintain documentation to support University, donor, and audit requirements

Respond to student inquiries related to scholarships, bursaries, and awards and provide guidance regarding processes and requirement

Coordinate multiple awards with varying eligibility criteria, deadlines, and funding conditions

CONTRACTS AND AGREEMENTS

Coordinate the preparation, initiation, and administration of contracts and agreements with vendors, service providers, facilitators, and other external parties

Prepare and monitor purchase orders and related financial documentation associated with contracts

Process invoices, payments, and reconciliations and follow up on outstanding items

Maintain records of contract terms, timelines, amendments, changes in scope, and other relevant information

Liaise with contractors, vendors, Financial Services, Procurement Services, and other stakeholders to resolve discrepancies and facilitate timely payment

Provide administrative support and guidance regarding contract processes and University requirements

HUMAN RESOURCES ADMINISTRATION

Assist the DAA in maintaining confidential faculty and staff records and documentation

Coordinate faculty and academic recruitment and appointment processes

Draft advertisements for vacant faculty, staff, and sessional positions and coordinate the posting process

Schedule and support hiring committee meetings and prepare draft interview questions for consideration

Coordinate candidate site visits, including travel, accommodations, schedules, presentations, room bookings, technology, catering, and communications





Prepare required documentation for successful candidates and assist with onboarding and orientation

Arrange required resources for new employees, including key requests, signage, network access, computers, furnishings, and other workplace requirements

Prepare human resources documentation for continued employment of contract employees to support continuity of service

Track staff vacation, sick leave, and other leave records

Provide information and guidance to faculty and staff regarding applicable University human resources processes and requirements

OTHER DUTIES

Submit work orders as required and follow up on outstanding issues

Attend training on emerging UPEI processes, systems, policies, and procedures to ensure requirements are followed and to provide guidance to faculty, instructors, and staff

Perform other duties as required

QUALIFICATIONS:

Completion of a College certificate in Office Administration, with a minimum of 5 years of experience of relevant administrative experience is required. A combination of other education and related work experience may be considered.

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

Incumbent requires exceptional organizational, time management, communication, and interpersonal skills

Incumbent requires exceptional problem-solving, critical thinking, writing and analytical skills

Demonstrated experience with financial administration, budget monitoring, procurement, and accounting systems

Experience within a post-secondary institution would be considered an asset

A bachelor's degree would be considered an asset

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, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (phone hidden).

UPEI 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. UPEI 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, . Applications will not be accepted via email.

Only those applicants who are invited to an interview will be acknowledged.

Note that this site is not compatible with some mobile browsers (e.g. iPad, iPhone). Upon successful submission of your application, you will receive an auto-reply to your email address advising your application has been received. If you do not receive an email, please check your spam folder and/or try submitting your application via a different web browser (Google Chrome, Firefox, etc).

📌 ADS Level 7 - Administrative Assistant to the Director of Academic Affairs - Faculty of Medicine (Charlottetown)
🏢 University of Prince Edward Island
📍 Charlottetown