The “One Coast Approach to Fish Health” research team in the Department of Health Management at the Atlantic Veterinary College (AVC), University of Prince Edward Island, is seeking applications from qualified individuals for a full-time term administrative support position.  The successful candidate will report directly to the research team lead to provide administrative and operational support to this multi-faceted project, including budgetary and reporting requirements and assist with the delivery of research, post-doctoral fellows, and graduate students in a dynamic and fast-paced office environment with frequently changing demands. The nature of this position requires an individual who is efficient in a multi-tasking work environment, has high levels of competencies in office-related computer technologies and all online UPEI systems, can work independently, has excellent planning abilities, has strong motivation and has exceptional interpersonal skills.  

RESPONSIBILITES:

• Provide support and work in collaboration with the principal investigator and project manager for the Research and Harmonization of Aquatic Animal Health Management in Atlantic Canada - One Coast Approach to Fish Health project
• Respond to telephone, e-mail and in-person inquiries regarding the AFF research group
• Create and prepare meeting agendas, attend meetings and record minutes, assemble and distribute materials and track action items, as required
• Support the contract approval process from initiation to contract execution for members, liaising with UPEI’s administrative officials, industry and academic collaborators, and funding partners
• Building and maintaining strong relationships with internal partners such as Human Resources, Office of Research Services, Research Accounting, Department of Health Management faculty, as well as off-campus partners
• Assist with the preparation of study forms/documents in UPEI’s online research portal
• Provide logistics and planning support including scheduling in-person and virtual meetings, booking rooms, catering, coordinating agendas, planning travel, etc.
• Order supplies as needed
• Assist in budget tracking, financial reporting and expenses management for the AFF project and the various work packages within it
• Assist with visiting research partners and applicable activities, such as travel, accommodations, conference registrations, car rentals, etc.
• Ensure expenses are recorded accurately and in a timely fashion
• Prepare travel and expense claims for reimbursement
• Follow up to ensure payments are processed
• Process invoices, vouchers and requisitions for payment using UPEI’s financial system in a timely manner
• Photocopy, file and process incoming and outgoing mail
• Support human resources requirements such as preparing and submitting HR forms, assisting with the onboarding of new staff, graduate students and post-doctoral fellows
• Provide support and assistance to graduate students and post-docs – addressing inquiries and concerns, referring them to the appropriate resources and information in the department and on campus when necessary
• Assist with report preparation
• Other related duties as required to support the efficient operation of the AFF project

QUALIFICATIONS:

• Grade 12 graduation plus successful completion of a recognized post-secondary program in a related area, plus a minimum of two years relevant work experience, preferably in a university environment
• Knowledge and experience in computers and proficient in office software programs (i.e., Microsoft Word, Excel, PowerPoint and Zoom) and UPEI specific programs such as Romeo, MyUPEI, 25Live
• Demonstrated effective interpersonal & communication skills
• Demonstrated experience in handling multiple tasks amid changing priorities
• Excellent oral and written communication skills and attention to detail
• Demonstrated ability to work independently, manage multiple tasks, and actively problem solve and take initiative where appropriate
• Excellent organizational skills and attention to detail, and clear understanding of the importance of confidentiality
• Ability to function as an effective member of a team
• Excellent time management skills
• Ability to identify level of urgency and prioritize emergencies
• Familiarity with the university research environment and university policies & procedures will be considered an asset
• Previous experience with computer management information systems such as Colleague, Romeo, and MyUPEI will be considered an asset