ADS Level 5 - Administrative Assistant - School of Mathematical and Computational Sciences and Department of Physics - Faculty of Science

The School of Mathematical and Computational (SMCS) and Department of Physics require an Administrative Assistant to provide a wide variety of reception and support services for students and faculty in both units. The successful applicant will report directly to the Associate Dean of SMCS and the Chair of the Physics Department

RESPONSIBILITIES:

• Represent both the School of Mathematical and Computational Sciences (SMCS) and the Department of Physics as the initial point of contact (in-person, email, and telephone) for students, faculty, staff, and the public
• Provide administrative support to the Associate Dean (SMCS) and the Chair (Physics), including calendar management, correspondence, and meeting preparation
• Respond to a wide variety of student inquiries and provide information on academic advising, course offerings, and departmental procedures
• Assist with preparation of course timetables and scheduling, including conflict resolution and data entry in institutional systems
• Organize and disseminate Student Opinion of Teaching Surveys (SOTS)
• Coordinate departmental meetings: book rooms, prepare agendas, take and distribute minutes, and track follow-up actions
• Support event and workshop coordination, including travel arrangements, registrations, reimbursements, room bookings, and catering Support the various hiring processes and prepare paperwork for faculty, sessional instructors, staff and student hires; Manage sessional roster
• Monitor and maintain budget records for both departments
• Other duties as assigned

QUALIFICATIONS:

• Completion of post-secondary education in related office program with two years related experience, or an equivalent combination of training and experience
• Experience working in an academic environment, taking meeting minutes, and completing forms for hiring and financial processes would be considered an asset
• Experience with monitoring and maintaining budgets and bookkeeping (use of university procurement and accounting systems would be an asset)
• Excellent time management and computer skills with a strong working knowledge of Microsoft Office (including word processing, email, internet searching, spreadsheets, database management)
• Demonstrated ability in written and oral communications with excellent organization and interpersonal skills
• Demonstrated ability to work independently and prioritize tasks in a fast-paced environment
• Must be able to prioritize tasks in a fast-paced multi-tasking environment
• Demonstrated ability to maintain strict confidentiality
• Knowledge of UPEI and its operations would be an asset
• Ability to maintain confidentiality