Position Summary

The Faculty of Nursing is seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative and operational support to the Dean and the broader Faculty. Reporting directly to the Dean, the successful candidate will contribute to the smooth operation of the Faculty’s undergraduate and graduate programs in a dynamic academic environment. With over 350 students and a large team of faculty and clinical instructors, this role is integral to supporting the Faculty’s mission and ensuring a positive experience for students, staff, and community partners.

About the Faculty of Nursing

UPEI’s Faculty of Nursing offers the only undergraduate (BScN; Accelerated BScN with LPN Pathway) and graduate nursing degree programs in the province. Our educational programs for entry-to-practice are approved by the provincial regulator, the College of Registered Nurses and Midwives of Prince Edward Island (CRNMPEI). We are committed to excellence in education, research, and community engagement and we participate in the national nursing accreditation program offered through the Canadian Association of Schools of Nursing (CASN). Our programs are grounded in the philosophy of Primary Health Care and contemporary nursing science. Our curriculum is responsive to the evolving needs of the healthcare system, including interprofessional collaboration, diversity, equity, inclusion and Reconciliation with Indigenous Peoples.

What we offer:

• Flexible work arrangements
• Comprehensive Health and Dental
• Post Retirement Benefits
• Tuition Waivers
• Health and Wellness on Campus available to staff
• Professional Development Opportunities

RESPONSIBILITIES:

• Represent the first point-of-contact for the Faculty of Nursing, providing professional communication via phone, email, and in-person.
• Support students, particularly first-year students, in navigating program requirements and university services.
• Respond to inquiries regarding admissions, pre-requisite program information, and other documentation.
• Liaise with internal departments such as the Registrar’s Office, and ITSS.
• Organize and disseminate Student Teaching of Opinion Surveys, and exam preparation.
• Maintain accurate, organized, and confidential student records, including prerequisite immunizations and clinical placement documentation, ensuring all information is current and complete.
• Assist the Operations Coordinator in monitoring and maintaining up-to-date records of students
• Coordinate departmental room bookings using the UPEI scheduling platform.
• Submit and track maintenance requests through UPEI Facilities Management software.
• Manage the delivery and retrieval of campus mail in a timely and organized manner.
• Organize meetings, prepare agendas and minute, track action items and archive documents in the shared file system for program approval required by the provincial regulator (CRNMPEI) and the Canadian Association of Schools of Nursing (CASN) Accreditation Program.
• Assist with event planning and coordination.
• Collaborate with the Administrative Assistant to the Dean and the Operations Coordinator.
• Uphold confidentiality and professionalism in all aspects of the role.
• Provide administrative duties to support the Clinical and International Coordinator and the Clinical Placement Coordinator including Computerized Information System (CIS) access and training sessions and supporting students
• Provide administrative support for the Master of Nursing (MN) Coordinator including but not limited to, organizing meetings and minutes, support for student applicants and current students, updating the MN Handbook, and archive documents in the shared file system for program approval required by the provincial regulator (CRNMPEI) and the Canadian Association of Schools of Nursing (CASN) Accreditation Program.
• Compose, type, photocopy and collate a wide range of documents and correspondence, compile and organize information for reports required for approval and accreditation of programs
• Maintain and update a complex records management system
• Perform other related duties as required

QUALIFICATIONS:

• Completion of a recognized post-secondary administrative assistant program and a minimum of two (2) years of relevant experience, preferably in a university setting. An equivalent combination of education and experience will be considered.
• Experience supporting students in post-secondary education is an asset.
• Proficient in M365 (Word, Excel, Outlook), PowerPoint, and data management systems. Familiarity with UPEI systems (myUPEI, Moodle, Colleague, 25Live) is preferred.
• Display strong organizational, communication, and interpersonal skills.
• Ability to work independently, take initiative, and function as an effective member of a team in a fast-paced academic department.
• Demonstrate intercultural competence and commitment to inclusivity.
• Display excellent customer service orientation and attention to detail.
• Ability to manage sensitive information with discretion and display conflict management skills.
• Familiarity with university regulations and policies is an asset
• Ability to maintain confidentiality