The McDougall Faculty of Business (MFoB) at the University of Prince Edward Island is seeking a highly organized, professional, and proactive Assistant to the Dean to provide high-level administrative and operational support. This position plays a key role in ensuring the efficient operation of the Dean’s Office by managing complex administrative tasks, coordinating faculty processes, supporting financial and governance matters, and facilitating communication between internal and external stakeholders. This is an exciting opportunity for a detail-oriented, diplomatic, and highly motivated professional who thrives in a fast-paced academic environment and is committed to supporting faculty leadership in executing strategic initiatives.

What we offer: 
•    Comprehensive Health and Dental
•    Post Retirement Benefits 
•    Tuition Waivers
•    Health and Wellness Clinic on Campus available to staff
•    Professional Development Opportunities

RESPONSIBILITIES:

The Assistant to the Dean reports directly to the Dean of the McDougall Faculty of Business and is responsible for:

• Managing the Dean’s calendar, prioritizing engagements, and ensuring adequate time for administrative and strategic work

• Handling confidential correspondence and communications, drafting letters, reports, and presentations as needed

• Organizing and managing the Dean’s travel arrangements and related expenses

• Serving as the primary point of contact for internal and external stakeholders

• Providing logistical and administrative coordination for the MFoB Advisory Board, including scheduling meetings, preparing agendas, and tracking follow-ups

• Supporting the Dean in overseeing the academic schedule and ensuring faculty workload assignments comply with policies

• Coordinating course scheduling with the Registrar’s Office, Associate Deans, and program coordinators

• Resolving scheduling conflicts and ensuring proper faculty and sessional instructor assignments

• Managing the allocation of classrooms, final exam schedules, and faculty office hours

• Communicating scheduling updates and adjustments to faculty and administrative staff

• Ensuring compliance with faculty collective agreements, governance policies, and institutional deadlines

• Coordinating tenure and promotion processes, faculty reviews, market differential reviews, and sabbatical eligibility tracking

• Supporting faculty hiring logistics, including search committee coordination and appointment renewals

• Assisting with the preparation and maintenance of faculty documentation and governance records

• Providing administrative support for faculty meetings, including agenda preparation and follow-ups

• Assisting the Dean in managing and monitoring faculty budgets, including operating budgets and external funding sources

• Supporting financial tracking for donor contributions, case competition budgets, research grants, and special project funds

• Preparing budget forecasts and financial reports to inform decision-making

• Processing financial transactions, reimbursements, and procurement requests in compliance with university policies

• Working closely with the MFoB Graduate Programs Office, the MFoB Student Support Officer, and other administrative teams

• Serving as the key administrative point of contact between the MFoB and university offices including Human Resources, Financial Services, and the Registrar’s Office

• Supporting the Dean in industry and government relations, event planning, and donor engagement

• Overseeing major faculty events and initiatives, ensuring logistical and administrative support

• Developing and maintaining tracking systems for faculty affairs, budget monitoring, and governance processes

• Implementing process improvements and leveraging technology to streamline faculty operations

• Managing digital and physical records, ensuring proper archiving and data security

• Assisting the Dean with strategic initiatives, donor relations, alumni outreach, and industry engagement

• Representing the Dean’s Office at meetings and events as required

• Performing other administrative duties to support faculty operations

QUALIFICATIONS:

• Post-secondary education in Office Administration or Business Administration, or an 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 in Microsoft Office Suite applications (Word, Excel, Outlook, PowerPoint) and an understanding of technical advances relevant to this position

• Self-motivated and a self-learner, with the ability to adapt to new systems and technologies

• Strong organizational and time management skills, with the ability to prioritize multiple tasks and meet deadlines

• Excellent attention to detail, ensuring accuracy in scheduling, correspondence, and administrative processes

• Excellent oral and written English communication skills, with demonstrated proficiency in grammar, composition, and professional correspondence

• Demonstrated appreciation of diversity, equity, and belonging, fostering an inclusive and respectful workplace

• Ability to work independently and as part of a team, maintaining a high level of diplomacy, judgment, and respect for differences, with 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 collaborate effectively with others while meeting deadlines

ASSETS:

• Demonstrated ability to deliver outcomes in a fast-paced environment

• Experience with budget tracking and financial administration