ADS Level 6 - Administrative Assistant - Faculty of Medicine

The University of Prince Edward Island (UPEI) Faculty of Medicine (FoM) is seeking a highly experienced and skilled Administrative Assistant to join our dynamic team. The Administrative Assistant provides comprehensive administrative and operational support to both the Director of Strategic Priorities and Policy Development (DSPPD) and the Associate Dean for the Memorial PEI Campus. This role is crucial in managing day-to-day administrative functions, coordinating meetings and events, maintaining records, and facilitating communication between internal and external stakeholders. The position requires a high degree of professionalism, confidentiality, and efficiency.

RESPONSIBILITIES:
Under the direction of the Director of Strategic Priorities and Policy Development, manage the Associate Dean and DSPPD’s calendar, prioritizing and delegating meeting requests
Assist the Associate Dean and DSPPD in preparing for meetings.
Act as the primary contact and liaison between the Associate Dean and DSPPD and visitors, other departments, organizations, and the public
Compile information, prepare documents and reports, and proofread documents
Prepare travel arrangements and itineraries
Retrieve statistics and reports as necessary
Manage committee processes, including coordinating agendas, compiling and distributing meeting materials, arranging room bookings, recording minutes, and following up on action items
Manage faculty processes, ensuring appropriate documents are collected for faculty appointments
Compile information and distribute electronic bulletins relevant to faculty and staff
Compose a range of correspondence, reports, and presentations
Develop, recommend, and initiate systems to improve office efficiency
Authorize departmental purchases under $2,000
Prepare expense claims and reconcile statements of credit card purchases for the Associate Dean and DSPPD
Guide staff and faculty regarding university regulations for travel
Review expense claims submitted by others for the Associate Dean and DSPPD’s signature
Manage expenditure records and prepare requisitions for invoice payments
Provide guidance and instruction on using the myUPEI financial system and procurement processes
Monitor and maintain up-to-date confidential faculty and staff records
Facilitate communication between the Memorial Regional Campus, UPEI, Memorial University, government bodies, and other stakeholders
Manage incoming and outgoing correspondence, ensuring timely and accurate responses

QUALIFICATIONS:
Either an approved Administrative Assistant College program, or a Bachelor’s degree in public administration, political science, business, economics, or a related field coupled with five (5) years of relevant experience, preferably in an academic or medical setting
Strong organizational and time-management skills
Excellent communication and interpersonal skills
The ability to handle sensitive and confidential information with discretion
Exceptional problem-solving and critical thinking, including above-average writing and analytical skills
Proficiency in Microsoft Office Suite and other relevant software
Knowledge of university regulations and procedures would be an asset
  Read more