ADS Level 7- Administrative Assistant - Dean's Office, Faculty of Sustainable Design Engineering

The University of Prince Edward Island seeks an Administrative Assistant for the Dean's Office in the Faculty of Sustainable Design Engineering. The role involves providing administrative and academic support, managing confidential files, coordinating meetings, assisting with curriculum and accreditation processes, and supporting student services. Candidates should have a relevant post-secondary education and at least five years of related experience. The position is based in Charlottetown, PE, Canada.
The Dean of the Faculty of Sustainable Design Engineering requires an Administrative Assistant to provide administrative and academic support to the Dean and to the Office of the Dean. The successful applicant will report directly to the Dean and will provide senior level administrative support in an efficient, timely, professional and confidential manner. This is a multifaceted and challenging role which includes a variety of tasks and responsibilities. The Faculty of Sustainable Design Engineering offers both undergraduate and graduate programs at UPEI’s Charlottetown campus and also offers its undergraduate program at the Universities of Canada in Egypt campus in Cairo, Egypt.

RESPONSIBILITIES:

The successful applicant will:
• Provide first point of contact service for inquiries to the Dean
• Provide general administrative and academic support to the Dean in relation to the Faculty program in both Charlottetown and Cairo
• Maintain confidential files for faculty, sessional instructors, and students
• Support the Dean in meetings with faculty, staff and students, including recording notes/minutes and tracking/following up on action items
• Provide support to the Dean in decisions related to curriculum, program improvement, accreditation, human resources and finance
• Provide frontline support to undergraduate students related to registration, scheduling, course planning, degree requirements and eligibility for graduation
• Maintain student tracking system to monitor student progress through the program
• Provide administrative and academic support to the Faculty’s Curriculum Committee
• Support the Dean and the Committee through the APCC/Senate processes for curriculum changes
• Prepare, maintain and update the program’s course timetable, including identifying and resolving course scheduling conflicts
• Develop and maintain program advising materials
• Assist in coordinating the external accreditation review process for both the Charlottetown and Cairo campuses
• Coordinate human resources functions for faculty and sessional instructors
• Assist in coordinating the recruitment of new faculty and sessional lecturers
• Provide guidance and support to the DRC regarding tenure and promotion processes
• Provide support to the Dean regarding the tenure, promotion and sabbatical processes
• Coordinate the hiring and assignment processes for student teaching assistants
• Provide support on financial matters and budget management
• Coordinate the Faculty’s awards and scholarships processes, including the Dean’s Honours List
• Organize the Faculty’s annual Student Awards Ceremony
• Maintain student email lists
• Liaise with other Faculties, units and administrative offices on and off campus
• Organize and plan annual events
• Perform other duties as required

QUALIFICATIONS:

The successful applicant will possess:
• An appropriate post-secondary program with at least five (5) years related work experience and/or a combination of education and related work experience. A university degree would be considered an asset
• Strong organizational and time management skills
• An ability to organize and prioritize tasks in a fast-paced environment
• Attention to detail and accuracy in an environment where errors can have severe consequences
• Discretion, professionalism, and clarity in interpersonal communications.
• Experience in building relationships with external partners, students, and members of the university community.
• An ability to work independently as well as a member of a team, exercising a high degree of judgment, professionalism and confidentiality
• An ability to adapt and be flexible in a variety of situations
• Strong computer skills and proven efficiency in software packages including Excel, Word, PowerPoint, and shared drives.
• Experience with database management applications would be considered an asset
• A familiarity with a university environment would be considered an asset
• Experience with accreditation processes for a professional program would be considered an asset
• Experience working in a unionized environment and familiarity with UPEI Collective Agreements would be considered assets
• A familiarity with UPEI systems including myUPEI would be considered an asset