The Department of Companion Animals, Atlantic Veterinary College, is seeking applications from qualified individuals for a permanent, full-time administrative support position to provide senior level administrative, operational and personnel support to the Chair of the Department of Companion Animals. The successful applicant will report directly to the Chair and is also the only administrative point of contact for the Companion Animal Trust Fund.

RESPONSIBILITIES:

• Provide comprehensive administrative support to the Chair including organizing the Chair’s agenda, arranging appointments, meetings, and travel

• Work with the Chair to meet deadlines for faculty review, tenure, promotion, appointments and sabbatical leave

• Work with the Chair to co-ordinate the process for faculty/academic recruitment and appointments

• Provide administrative & operational support for the Companion Animal Trust Fund

• Provide administrative support for department graduate students in clinical internship and residency programs

• Maintain departmental budgets; assist in budget tracking, financial reporting and expense management

• Assist the Chair in monitoring and maintaining up-to-date records of departmental faculty, staff, and graduate student activities

• Serve as the department’s support person who would act as the confidential liaison on personnel matters with AVC Dean’s Office, Human Resources and Payroll Office

• Coordinate and prioritize the internal administration of the Department

• Maintain a well-organized, confidential filing system for department records

• Prepare agenda & meeting materials; take minutes at departmental meetings

• Assist in the preparation and submission of Departmental reports

• Preform other duties as required

QUALIFICATIONS: 

• Successful completion of a recognized post-secondary program as an administrative assistant, or in a related discipline

• A minimum of 3 years’ previous experience in administrative or executive support roles, preferably in an educational setting, or an equivalent combination of education and work experience

• Demonstrated excellence in interpersonal and communication skills

• Demonstrated ability to work independently, manage multiple tasks amid changing priorities and actively problem-solve and take initiative where appropriate

• Excellent organizational & time management skills; strong attention to detail and a clear understanding of the importance of confidentiality

• Working knowledge and demonstrated competency in computers and various office software programs (i.e., Microsoft Office Suite; Outlook Mail, Calendar and One Drive; Google) and UPEI-specific programs such as Moodle; MyUPEI and 25Live

• Demonstrated ability to work with others while meeting regular deadlines

ASSETS:

• Familiarity with the academic / curricular programs, policies & procedures at the Atlantic Veterinary College

• Familiarity with the university environment and university policies & procedures.