The Dean’s Office at the Atlantic Veterinary College (AVC) is inviting applications for a full-time, in-person, permanent Administrative Assistant position. The successful candidate will provide senior-level administrative and operational support to personnel within the AVC Dean’s Office.

RESPONSIBILITIES:

• Provide comprehensive administrative and operational support to AVC Dean’s Office Personnel

• Welcome visitors, faculty, staff, and students, and provide them with relevant information

• Assist in monitoring AVC central costs accounts

• Provide administrative and operational support for AVC contracts

• Process and track AVC recruitment expenses

• Coordinate, track and process accommodations and travel for visiting lecturers

• Provide administrative and operational support to AVC Dean's Council including preparing agendas, meeting materials and minutes

• Maintain and update AVC Policies and Standard Operating Procedures (SOPs) and Emergency Building plan on the AVC website

• Update AVC telephone, e-mail, and committee membership lists 

• Coordinate bi-annual Advisory Council meetings and take minutes

• Tracking and processing sabbatical applications

• Draft correspondence, compile spreadsheets, and create PowerPoint presentations for the Dean and the other personnel as needed

• Manage and initiate safety supplies ordering, including Rabies vaccines and laboratory coats

• Organize the annual review of the college’s emergency plans

• Liaise with UPEI Security Services and other departments on fire drills and maintenance

• Process AVC key requests, after-hours access, and lock alteration authorization forms  

• Maintain AVC space inventory and coordinate bookings in 25 Live room

• Maintain office supplies and repository of resource materials

• Organize and maintain a confidential filing system for department records

• Ensure that general space in AVC, including the Dean’s suite, are well maintained

• Perform additional duties as assigned

QUALIFICATIONS:

• Post-secondary education in Office Administration or equivalent combination of education and experience, with at least five years of relevant work experience, preferably in university setting

• Advance proficiency in Microsoft Office suite and familiarity with evolving technology relevant to the role 

• Excellent work ethics and reliability

• Self motivated and strong ability to learn independently

• Exceptional organizational and time management skills

• Strong attention to detail

• Excellent oral and written communication skills, with demonstrated ability in grammar and composition

• Commitment to diversity, equity and inclusion

• Ability to work independently and collaboratively while demonstrating diplomacy, sound judgement, and confidentiality

• Ability to manage multiple tasks amid changing priorities and take initiative where necessary

• Proven ability to meet deadlines in a dynamic environment

ASSETS:

• Familiarity with higher education environment, policies & procedures

• Experience working in a diverse environment