ADS Level 6 - Administrative Assistant - Robertson Library
$54,526 to $59,882 per annum, as per CUPE 1870
The Robertson Library is seeking an experienced administrative support person to become a member of its team. This position reports to and supports the University Librarian along with the needs of librarians and staff in the Library. This position requires an organized and professional person that will excel at supporting the operational needs of the library. This key role supports the personnel, processes, and administrative functions of the Library and utilizes University policies, procedures, guidelines, and workflows in their daily work.
RESPONSIBILITIES:
The duties include the following:
- Provide comprehensive administrative support for the University Librarian including managing appointments, scheduling, preparing and assembling meeting materials, and distributing the mail
- Act as a primary administrative contact between the Library, faculty, staff, students, other departments and units, and visitors
- Maintain accurate records and documents related to Library administration, ensuring proper record handling and confidentiality
- Assist with budget tracking and financial reporting
- Prepare invoices and requisitions, credit card reconciliation, expense claims, and contracts following University guidelines
- Assist with the preparation of reports, presentations and documents for the University Librarian
- Prepare travel arrangements and itineraries
- Provide support and assistance to librarians and staff in the Library as needed
- Ensure compliance with university policies, procedures, and regulations within the Library
- Provide on- and off-boarding for library staff
- Submit work orders as required and follow up on outstanding issues
- Attend training on emerging UPEI processes to ensure guidelines are followed and to provide guidance to librarians and staff
- Collaborate with the University Librarian on special projects, initiatives, and events
- Perform other duties as required
QUALIFICATIONS:
- Post-secondary education in office administration or a related area
- A minimum of 3 years' previous experience in administrative or executive support roles, or an equivalent combination of education and work experience
- Experience interpreting and implementing policies, identifying situations of potential concern, suggesting solutions to issues, and handling complex and demanding work
- Demonstrated competency using various software applications like the Microsoft Office Suite and Google Workspace
- Exceptional organizational, administrative, communication, and time management skills
- Exceptional problem-solving, critical thinking, and writing and analytical skills
- Adaptable and flexible in a variety of situations
- Demonstrated commitment to valuing equity, diversity and inclusion and contributing to an inclusive working and learning environment
Assets:
- A bachelor's degree
- Experience within a post-secondary environment
- Familiarity with UPEI’s administrative platforms (25 Live, Colleague, etc.)
Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link posted on the UPEI Human Resources website. Applications will not be accepted via email.
If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.
UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, hrofficer@upei.ca.
Only those applicants who are invited to an interview will be acknowledged.
