ADS Level 5 – Administrative Assistant – Faculty of Education

The Faculty of Education is seeking an Administrative Assistant to provide a wide variety of administrative support services to the Faculty, with a particular focus on the Bachelor of Education (BEd programs). This is a fast-paced, multitasking environment with a high volume of “drop-in” reception duties, and the person in this position must be very friendly, adaptable, and flexible.

RESPONSIBILITIES:
This position requires a person with the ability to handle a wide range of duties including:

Preparing a variety of correspondence and documents

Maintaining of email distribution lists

Coordinating, attending and recording minutes from undergraduate program Committee meetings (BEd Committee, CAE Advisory Committee, etc.)

Booking classrooms (physical and electronic) as needed

Handling confidential information in a responsible manner

Compiling faculty and course evaluations

Maintaining materials required for program review

Coordinating student application process for the Faculty’s undergraduate programs, including recording admission status, communicating with Registrar’s Office on student status etc.

Maintaining accurate and up to date Student, Instructor, and Practicum Handbooks

Maintaining physical and database student files and monitoring records and degree audits

Collecting information and creating database files of practicum placements, schools, cooperating teachers, and other practicum related details

Assisting with the preparation of the BEd timetable

Providing guidance to students regarding registration requirements and teacher certification process

Liaising with the Registrar’s Office, Accounting, and other university departments

Processing expenses related to undergraduate program, practicum travel, and student awards

Other duties as required

In addition, the successful candidate will provide administrative support to the BEd program including the Coordinator of Undergraduate Programs / Practicum Coordinator, and the BEd general which includes Indigenous, International and French Education specializations, and to faculty and sessional instructors. S/He will also work in collaboration with the Administrative team in the Faculty of Education.

QUALIFICATIONS:
The successful applicant will possess the following 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, preferably in a University environment. An equivalent combination of education and experience will be considered.

Experience and use of computers with various software programs such as Windows, Microsoft Word, Excel, Access, myUPEI and internet.

The successful candidate must be able to work independently and take initiative where appropriate. S/He must possess excellent communication skills and be able to function as a member of a team in a busy academic department.

Proficiency in French would be an asset.

Familiarity with University regulations and policies will be considered an asset.