Job Description

The McDougall Faculty of Business (MFoB) at the University of Prince Edward Island is seeking a highly organized, professional, and proactive Assistant to the Dean to provide high-level administrative and operational support. This position plays a key role in ensuring the efficient operation of the Dean's Office by managing complex administrative tasks, coordinating faculty processes, supporting financial and governance matters, and facilitating communication between internal and external stakeholders. This is an exciting opportunity for a detail-oriented, diplomatic, and highly motivated professional who thrives in a fast-paced academic environment and is committed to supporting faculty leadership in executing strategic initiatives.What we offer:

• Comprehensive Health and Dental
• Post Retirement Benefits
• Tuition Waivers
• Health and Wellness Clinic on Campus available to staff
• Professional Development Opportunities

RESPONSIBILITIES:The Assistant to the Dean reports directly to the Dean of the McDougall Faculty of Business and is responsible for:Managing the Dean's calendar, prioritizing engagements, and ensuring adequate time for administrative and strategic workHandling confidential correspondence and communications, drafting letters, reports, and presentations as neededOrganizing and managing the Dean's travel arrangements and related expensesServing as the primary point of contact for internal and external stakeholdersProviding logistical and administrative coordination for the MFoB Advisory Board, including scheduling meetings, preparing agendas, and tracking follow-upsSupporting the Dean in overseeing the academic schedule and ensuring faculty workload assignments comply with policiesCoordinating course scheduling with the Registrar's Office, Associate Deans, and program coordinatorsResolving scheduling conflicts and ensuring proper faculty and sessional instructor assignmentsManaging the allocation of classrooms, final exam schedules, and faculty office hoursCommunicating scheduling updates and adjustments to faculty and administrative staffEnsuring compliance with faculty collective agreements, governance policies, and institutional deadlinesCoordinating tenure and promotion processes, faculty reviews, market differential reviews, and sabbatical eligibility trackingSupporting faculty hiring logistics, including search committee coordination and appointment renewalsAssisting with the preparation and maintenance of faculty documentation and governance recordsProviding administrative support for faculty meetings, including agenda preparation and follow-upsAssisting the Dean in managing and monitoring faculty budgets, including operating budgets and external funding sourcesSupporting financial tracking for donor contributions, case competition budgets, research grants, and special project fundsPreparing budget forecasts and financial reports to inform decision-makingProcessing financial transactions, reimbursements, and procurement requests in compliance with university policiesWorking closely with the MFoB Graduate Programs Office, the MFoB Student Support Officer, and other administrative teamsServing as the key administrative point of contact between the MFoB and university offices including Human Resources, Financial Services, and the Registrar's OfficeSupporting the Dean in industry and government relations, event planning, and donor engagementOverseeing major faculty events and initiatives, ensuring logistical and administrative supportDeveloping and maintaining tracking systems for faculty affairs, budget monitoring, and governance processesImplementing process improvements and leveraging technology to streamline faculty operationsManaging digital and physical records, ensuring proper archiving and data securityAssisting the Dean with strategic initiatives, donor relations, alumni outreach, and industry engagementRepresenting the Dean's Office at meetings and events as requiredPerforming other administrative duties to support faculty operationsQUALIFICATIONS:Post-secondary education in Office Administration or Business Administration, or an equivalent combination of education and experience, with at least five years of related work experience, preferably in a university environmentAdvanced working knowledge and demonstrated competency in Microsoft Office Suite applications (Word, Excel, Outlook, PowerPoint) and an understanding of technical advances relevant to this positionSelf-motivated and a self-learner, with the ability to adapt to new systems and technologiesStrong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlinesExcellent attention to detail, ensuring accuracy in scheduling, correspondence, and administrative processesExcellent oral and written English communication skills, with demonstrated proficiency in grammar, composition, and professional correspondenceDemonstrated appreciation of diversity, equity, and belonging, fostering an inclusive and respectful workplaceAbility to work independently and as part of a team, maintaining a high level of diplomacy, judgment, and respect for differences, with a clear understanding of the importance of confidentialityDemonstrated ability to manage multiple tasks amid changing priorities, actively problem-solve, and take initiative where appropriateDemonstrated ability to collaborate effectively with others while meeting deadlinesASSETS:Demonstrated ability to deliver outcomes in a fast-paced environmentExperience with budget tracking and financial administrationApplication 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.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).

University of Prince Edward Island