ADS Level 5 - Administrative Assistant - Information Technology Systems and Services

IT Systems & Services is seeking an Administrative Assistant for a six-month term who will be responsible for coordinating the procurement of standard computer systems and related equipment for campus staff and faculty. This role serves as the primary administrative contact for processing technology purchase requests, ensuring compliance with institutional procurement policies, and managing relationships with preferred vendors. The position also involves triaging and facilitating non-standard technology requests that require exception approval and special funding, while maintaining a strong focus on policy enforcement, user education, and process integrity

RESPONSIBILITIES:

Support the ITSS department and the campus community mainly in the areas of IT procurement for standard and non-standard computer purchases with backup abilities for our primary admin assistant in the area of landline, mobile, and internet communications, general inquiries, reporting and other duties as required, detailed as follows:

• Manage and process procurement requests for standard computer equipment and peripherals, ensuring all procurement activities comply with institutional policies and procedures.
• Maintain up-to-date records of orders, approvals, and delivery timelines in coordination with asset management and ensure the equipment is tagged and logged properly.
• Act as a liaison with preferred hardware vendors to confirm equipment specifications, availability, and compatibility and request and evaluate vendor quotes for both standard and non-standard equipment.
• Serve as the primary point of contact for staff and faculty submitting technology purchase requests and assist non-technical users in identifying appropriate standard equipment options.
• Clearly explain procurement procedures, timelines, and limitations to requestors, and if needed declining requests for non-standard equipment when they fall outside of supported offerings and lack proper approval.
• Support equipment deployment efforts by aligning delivery timelines with user availability and IT setup schedules.
• Provide general office duties for ITSS staff
• When needed, answer telephone, email and direct walk-in inquiries
• When needed, coordinate adds, moves, repair and changes to landline phones on the campus including the setup of call trees, voicemail, conference bridges etc.
• When needed, coordinate mobile phone requests such as the purchase of new phones, repair, add to our provider portal, port numbers from external to UPEI number bank and oversee our loaner phones
• Create requisitions in Colleague for purchasing items for ITSS
• Receiving items in Colleague
• Procurement and administration of software licenses for the campus.
• Reconcile depot inventory to budget accounts including manual inventory controls and provide detailed and accurate monthly reports to accounting.
• Other duties as assigned

QUALIFICATIONS:

• One-year post-secondary education in Office Studies or similar along with two years’ work experience in an office support role or an equivalent combination of education and related work experience is required.

In-depth knowledge in the following areas is also required:

• Microsoft Office applications
• Configuration and setup of mobile phones both Android and Apple IOS
• Configuration of call trees and voice mail features
• Asset management and inventory controls
• A strong commitment to excellent client service is a fundamental requirement for this position
• Very strong communication skills, both oral and written
• Commitment to continuous, self-directed learning is required
• Experience with IT procurement and basic financial reports.
• Experience in landline telecommunications, electronic financial systems, procurement or statistical analysis software would be considered an asset