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The Faculty of Nursing is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and operational support to the Dean and the broader Faculty. Reporting directly to the Dean, the successful candidate will offer senior-level administrative assistance within a dynamic and fast-paced academic environment.

This is a multifaceted and demanding role that requires exceptional organizational, communication, and problem-solving skills. Key responsibilities include managing schedules and correspondence, coordinating meetings and events, preparing reports and documentation, and acting as a key liaison between the Dean’s Office and both internal and external stakeholders.

With more than 350 students across undergraduate and graduate programs, along with a large complement of faculty members and clinical nursing instructors, the Administrative Assistant will play a vital role in ensuring the smooth and efficient operation of the Faculty. The position supports a wide range of individuals, including students, faculty, clinical instructors, and administrative staff, contributing directly to the success of the Faculty of Nursing.

The UPEI Faculty Nursing is an accredited program. The Administrative Assistant to the Dean will provide critical support to Operations Coordinator and the Coordinator of Strategic Planning and Accreditation by participating in consultations and preparing reports to fulfill the Faculty of Nursing obligations for accreditation and approval. 

RESPONSIBILITIES:

• Assist the Dean with a wide range of inquiries and provide first point of contact service for inquiries to the Dean
• Provide general administrative support to the Dean, including financial, personnel, and administrative functions
• Coordinate the Dean’s agenda by arranging calendar appointments, meetings, and travel
• Assist the Dean in monitoring and maintaining up-to-date records of faculty and staff
• Provide advice to the Dean on organizational matters related to the office of a senior administrator
• Liaise with program/course coordinators in the scheduling of timetables and course assignments
• Help co-ordinate recruitment of new faculty, staff, sessional lecturers, student assistants
• Track CNI and Sessional contracts and term appointments to ensure compliance with budget allocations and with the UPE Board of Governors – UPEI Faculty Association Collective Agreement
• Maintain the sessional roster for the Faculty
• Assist the Dean in maintaining and monitoring Faculty budgets
• Create and prepare meeting agendas, take minutes, assemble and distribute materials and track action items
• Assist with duties which include arranging and planning events
• Coordinate the general administrative workload of the office
• Maintain confidential files
• Ensure the completion and submission of all related Human Resource /Financial forms
• Coordinate special events on behalf of the Faculty
• Maintain and update a complex records management system
• Prepare Dean’s correspondence and reports
• Liaise with other Faculties and administrative offices on campus
• Manage and process information required for student files as required 
• Experience with Excel spreadsheets and budgets are essential
• Provide support and work in collaboration with the Operations Coordinator. 
• Maintain the Faculty of Nursing website
• Perform other related duties as required

QUALIFICATIONS: 

• Completion of a post-secondary program in a related office program with at least five years’ related work experience, preferably in a university environment or equivalent combination of education and experience
• Excellent interpersonal, collaborative, and communication skills (both oral and written)
• Ability to work independently as well as a member of a team, exercising a high degree of judgment and confidentiality
• Ability to work with minimal supervision and familiarity with a university environment is required
• Adaptability and flexibility in a variety of situations
• Strong organizational and time management skills with demonstrated ability to work independently and prioritize tasks in a demanding environment
• Experience with monitoring and maintaining budgets and bookkeeping including use of University procurement and accounting systems is required
• Excellent computer skills with a strong working knowledge of Microsoft 365 (including word processing, email, internet searching, spreadsheets, database management) is required
• Demonstrated ability to work collaboratively with a variety of colleagues, with experience in an academic environment considered an asset
• Demonstrated ability to maintain strict confidentiality
• Knowledge of UPEI and its operations is required
• Experience with enterprise-level software systems would be an asset