Job Description

The Faculty of Arts is seeking applications from qualified individuals to provide administrative support services to several departments. The successful applicant will report directly to the chairs of those units. The nature of this position requires an individual who is efficient in a multi-tasking work environment, and who has high levels of competencies in office-related computer technologies and all online UPEI systems, an ability to work independently, excellent analytical and planning abilities, strong motivation and sound interpersonal skills, and excellent communication skills. RESPONSIBILITIES: Provide core operational and administrative support to the chairs and/or directors, and to a large faculty. These core functions include:

• Representing Faculty of Arts program units as the initial point of personal, electronic, and telephone contact, presenting a professional and congenial image to the public, faculty, students and other university staff, especially when responding to student inquiries on program requirements, course offerings and timetable, etc.
• Assisting with the development of teaching schedules, curriculum and calendar changes
• Establishing and maintaining a well-organized administrative departmental filing system
• Updating and maintaining program websites
• Maintaining sessional roster, preparing contracts and checklists according to FA regulations
• Coordinating student assistants, preparing paperwork and approving bi-weekly timesheets
• Organizing and disseminating student opinion of teaching surveys every semester
• Updating and distributing program promotional materials
• Maintaining an email distribution list for students, faculty, and alumni; distributing program news through email lists
• Answering student inquiries with respect to admissions, course offerings and timetable
• Preparing and editing correspondence, reports, charts, spreadsheets, and statistics using software appropriate to the Faculty of Arts
• Monitoring and maintaining an up-to-date record of the Department\xe2\x80\x99s budget, preparing requisitions and other forms to meet operational needs
• Monitoring and maintaining sufficient office supplies: tracking the ordering of all supplies and equipment
• Coordination of preparing and setting up new offices and other program-related spaces; administering all room bookings and classroom changes
• Performing other related duties as assigned

• Successful completion of Grade 12
• Post-secondary education in an administrative assistant program with two years related experience, or an equivalent combination of training and experience
• Skills in office management and proficient in Microsoft Word, Excel, Moodle, E-Mail usage, myUPEI, Google docs, knowledge of PowerPoint, Internet searches and data management programs considered an important asset
• Demonstrate superior customer service orientation and attention to detail
• Strong time-management, organizational and interpersonal communication skills
• Strong analytical and problem-solving abilities
• Must be able to work independently and as part of a team
• Ability to work with minimal supervision and establish priorities in a fast-paced multi-tasking environment
• Able to maintain confidentiality and discretion
• Familiarity with the BA requirements
• Knowledge of UPEI operations, its regulations and policies is an important asset
• Good understanding of social media considered an asset
• French or Spanish is considered an asset