Administrative Assistant to the Dean

5 days ago

Charlottetown, Canada University of Prince Edward Island Full time

The Dean’s Office of the Atlantic Veterinary College invites applications for the position of Administrative Assistant to the Dean. The successful applicant will report directly to the Dean and will provide confidential and high-level administrative support to the Dean. The incumbent ensures timely and effective communication with a diverse group of stakeholders, follow-up on decisions, and implementation of projects assigned by the Dean, with minimal direction. The Administrative Assistant to the Dean is expected to initiate and complete recurring tasks independently, including reports.

The Dean is advised and consulted on matters of extreme urgency, sensitivity, or discretion. The Administrative Assistant position exercises sound decision-making on the handling of matters relevant to the Dean’s office and is expected to work independently to meet set priorities and deadlines. The incumbent is committed to promoting a sense of belonging in the office and collaborates with other University management and staff to complete projects in an efficient and timely manner.

RESPONSIBILITIES:
  • Provides Administrative level support to the Dean, working under pressure in a fast paced and high-volume office, dealing with competing deadlines, multi-tasking, and working in an environment of constant change.
  • Ensures clear, timely, and effective communication with the Dean at all times
  • Ensures that priorities and deadlines set by the Dean are met, correspondence and documentation are handled efficiently, accurately and confidentially
  • Serves as an effective liaison between the Dean and a diverse group of internal and external stakeholders: manages the Dean’s electronic communications and mail, communicating orally and in writing on day-to-day operational issues and specific planning activities
  • Draft letters, reports, and presentations as requested by the Dean.
  • Strategically manages the Dean’s schedule to provide a balance between meeting and office/work time, allowing flexibility for shifts in response to the fast-changing agenda of the Dean
  • Organizes and manages the Dean’s business travels and related expenses in an accurate and timely manner
  • Independently initiate and oversee issuance of recurring reports such as the Institutional Data Report, the AVMA Council on Education Report, and accreditation site visits. Ensures accuracy and timeliness of reports
  • Oversee processes related to faculty tenure and promotion, market differential reviews, faculty reviews, election of department chairs, appointments of associate deans, composing correspondence and tracking processes, etc. Ensures that processes follow terms of appointments and university calendars, consulting with the Dean, as needed
  • Schedules, maintains, and prepares materials, background and support documentation for internal and external appointments, meetings, travel arrangements, as needed
  • Develops, establishes, and maintains the calendar and standard operating procedures for recurring tasks and processes in the Dean’s Office
  • Provide administrative support (e.g. to Search Committees - Director and Associate Dean positions)
  • Develops, establishes and maintains information tracking systems, including transfer of physical to electronic archives, electronic schedules and filing systems, and email management. Ensures safe disposal of physical files once archived or no longer needed
  • Maintains detailed knowledge of UPEI policies, procedures, programs, financial information system, and organizational structures
  • Takes initiatives to improve the efficiency of operations in the Dean’s office and maintains a skillset reflecting technological advances relevant to the position, including online processes and applications of artificial intelligence
  • Performs other related duties as assigned by the Dean
QUALIFICATIONS:
  • Post-secondary education in Office Administration or Business Administration or equivalent combination of education and experience, with at least five years of related work experience, preferably in a university environment
  • Advanced working knowledge and demonstrated competency of various Microsoft suite of software applications and an understanding of technical advances relevant to this position
  • Self-motivated and self-learner
  • Strong organizational and time management skills
  • Excellent attention to detail
  • Excellent oral and written English communication skills, with demonstrated proficiency in grammar and composition.
  • Demonstrated appreciation of diversity, equity and belonging.
  • Ability to work independently and in a team, maintaining a high level of diplomacy, judgment, respect for differences, and a clear understanding of the importance of confidentiality
  • Demonstrated ability to manage multiple tasks amid changing priorities, actively problem-solve, and take initiative where appropriate
  • Demonstrated ability to work with others while meeting deadlines
ASSETS:
  • Demonstrated ability to deliver outcomes in a fast-paced environment

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