Job Description

The Administrative Assistant at the Learner Well-Being and Success (LWS) Office will be the welcoming face for learners entering the office. Reporting to the Manager of the LWS Office and collaborating with and supporting a dedicated team, this role will perform various administrative duties that require initiative and sound judgment. This role is crucial in ensuring a positive and supportive environment for all learners.
RESPONSIBILITIES:

• The initial point of contact for all Medical Students entering the LWS office
• Provide information on services such as enrollment forms and fees, ID cards, locker rooms, parking permits, photocopying, student lounge, etc.
• Preparing confidential documents related to student services
• Maintain class lists, contact information and class composites
• Assist with student and LWS staff travel claims
• Maintain leave requests documentation
• Complete clerkship payroll requests
• Support the LWS office in the logistical planning of activities and events, such as Orientation, White Coat Ceremony, Convocation, Shingles Night
• Order office supplies
• Arrange meetings and appointments for members of the LWS office and preparing related materials for various committees
• Record and transcribe meeting minutes
• Complete pre-approval forms and make payments for invoices
• Reconcile accounts
• Provide administrative support to all staff and faculty in the LWS office
• Perform other related duties as required
• Evening and weekend work may be required

QUALIFICATIONS:

• Completion of a College certificate as an administration assistant, with a minimum of 3 years of experience as an administrative assistant required
• A bachelor's degree would be an asset
• 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, management, communication, and time management skills
• Incumbent requires exceptional problem-solving and critical thinking, including above-average writing and analytical skills
• Experience with Microsoft Office (Word, Excel, Power Point and Outlook)
• Experience within a post-secondary institution 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 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, . Applications will not be accepted via email.
Only those applicants who are invited to an interview will be acknowledged.
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