Job Description

Accessibility Services is seeking an Administrative Assistant to provide administrative and operational support to the department. The successful applicants will report directly to the Manager of Accessibility Services. The nature of this position requires an individual who is efficient in a multi-tasking work environment, has high levels of competencies in office-related computer technologies and all online UPEI systems, can work independently, has excellent planning abilities, has strong motivation, and has exceptional interpersonal skills.

RESPONSIBILITIES:

• Serving as a member of the Accessibility Services team, working in collaboration with other staff, the campus community, and outside organizations to support students, staff and faculty who access our services
• Representing Accessibility Services as the initial point of contact with students, faculty, and staff to provide general information about Accessibility Services and support through Student Affairs
• Checking students in for appointments
• Scheduling and rebooking appointments for staff in Accessibility Services
• Sending reminder notifications to students for appointments
• Monitoring emails for
• Answering the phone, determining the needs of the caller, setting up appointments or referring as needed
• Maintaining discretion, confidentiality, and continuity of service for all students
• Assisting in maintaining positive communications with outside agencies such as PEI Student Financial Services, ResourceAbilities, health care providers, etc.
• Updating students\' files, creating new student files, filing medical documents, agreements, grants, and referrals
• Scanning, digitizing, and faxing documents
• Keeping an inventory of students who have requested peer notetakers, reaching out to faculty and/or posting requests for peer notetakers, requesting samples of notes, and connecting peer notetakers with accessibility students
• Maintaining the inventory of accessible equipment and processing requests for equipment in classrooms (including submitting work orders)
• Providing backup to Student Affairs admin if required
• Preparing testing materials (photocopying, scanning, printing, etc.)
• Supporting the Testing Coordinators with needs related to testing in Accessibility Services
• Checking students in as they arrive for tests and following seating charts
• Setting up accommodations such as scribing, text-to-speech, speech-to-text, etc.
• Maintaining confidentiality and security of exams (locking cabinet, sealing envelopes, signing for pick-ups, etc.)
• Preparing and submitting HR forms, travel and expense claims and processing requisitions
• Overseeing petty cash and submitting invoices for Accessibility Services Special Projects
• Ordering supplies, purchasing equipment as required, maintaining a stock of stationery and testing supplies.
• Other duties as required to support the efficient operation of Accessibility Services

QUALIFICATIONS:

• Successful completion of a two-year post-secondary program in office administration
• At least one year of related or equivalent experience
• Experience working with individuals with disabilities is an asset
• Knowledge/experience with disability/accommodation-related terminology is an asset
• Proficient in Microsoft Office tools, Google Drive (including Docs, Sheets, Forms, etc.), Outlook, MyUPEI, Adobe Pro (creating fillable pdf and OCR documents), Google Meet and other major office-related software, including internet searching and data management programs
• Possess strong interpersonal communication and organizational skills
• Possess intercultural competence and function as an effective member of the team
• Demonstrated ability to problem solve in a fast-paced environment
• Demonstrate superior customer service orientation and attention to detail
• Ability to maintain confidentiality and discretion
• Familiarity with university regulations and policies will 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 posted on the . Applications will not be accepted via email.

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 (902) 894-2895.

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, .

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

University of Prince Edward Island