The Department of Facilities Management Security Services Division is seeking applicants to fill the position of ADS Level 5 - Administrative Assistant.

RESPONSIBILITIES:

• Administrative Support: Maintain online calendar, schedule meetings, order food for meetings and special events, make travel arrangements and/or accommodation reservations, prepare and maintain files, typing and copying. Answer the phone, respond to emails, speak to clients at the front counter. Attend meetings to record minutes. Create and maintain Word, Google documents and spreadsheets. Coordinate the annual clothing order for Security Services. Provide administrative support with key requests 
• Back-up for the Security Dispatch desk, become familiar with the following:
• Monitoring security systems such as but not limited to CCTV, fire monitoring, alarm systems, electronic access, radio communications and key management 
• Documenting activities of team members, events, emergency situations and other security related actions
• Receive emergency and non-emergency calls for service and dispatching the appropriate responders
• Monitoring the schedule and perform call-ins for vacant attendant spaces
• Provide parking management administration. Coordinate the campus parking permit process including organizing locations for sales each fall. Continue to receive payments for permits and tickets. Answer inquiries and questions through email, phone calls and in person. Processing parking enforcement. Perform data entry and general filing
• Clerical: Obtain pricing from suppliers, generate on-line requisitions, manage supplier files, maintain price lists, prepare invoices for payment, track expenses for specific cost centers
• Assist the Manager of Security Services with leave-form management (attendance tracking, emergency leave tracking and monitoring), overseeing training matrix and coordinating training sessions for staff. Process and collect data for reports to management. Collect information to assist in preparing contract documents
• Support the daily operational department needs
• Assist Manager of Administration and Finance with annual budget submission 
• Other duties as require

QUALIFICATIONS:

• Grade 12 graduation plus completion of a recognized post-secondary program in a related area is required plus a minimum of two (2) years relevant work experience
• Experience and use of computers with various software programs such as Windows, Microsoft Word, Excel, Outlook, CCTV, alarm monitoring, Google Drive
• Intercultural competence, patience; function as a member of a team in a busy department; demonstrate a superior customer service orientation and exercise a degree of judgement and confidentiality
• Demonstrates excellent interpersonal and communication skills
• Ability to work well under pressure with a desire to improve and learn new skills
• Ability to work well under minimal supervision
• Strong organization skills with demonstrated attention to detail
• Familiarity with UPEI’s regulations and policies will be considered an asset
• Familiarity with UPEI’s information systems would be an asset
• A Federal Government and all applicable security clearance will be required