Administrative Assistant - ADS Level 6 - Department of Information Technology Systems and Services

IT Systems & Services is seeking an experienced and proactive Administrative Assistant to support transformative technology initiatives and IT operations within UPEI's Faculty of Medicine. Working closely with the Manager of Technology & Solutions and the Technology Integration Project Manager, this role serves as a critical operational hub for technology projects, departmental operations, and stakeholder engagement.

The successful candidate will coordinate key administrative, financial, procurement, and project support activities while working collaboratively with technical teams, academic leaders, and external partners. This position offers a unique opportunity to help enable the technology foundations that support the future of medical education at UPEI.

RESPONSIBILITIES:

• Provide project administration and coordination support for strategic Faculty of Medicine technology initiatives, including maintaining project schedules, tracking deliverables, coordinating stakeholder activities, and supporting project governance processes.
• Provide comprehensive administrative and operational support to the Manager of Technology & Solutions and Faculty of Medicine IT Systems & Services team.
• Coordinate and support meetings, workshops, and working sessions, including scheduling, room bookings, agenda preparation, minute taking, action item tracking, and follow-up activities.
• Prepare, format, and distribute correspondence, presentations, reports, briefing materials, and other documentation required to support departmental initiatives and operations.
• Maintain and organize project documentation and records, including project plans, status reports, contracts, change requests, decision logs, meeting records, and related project artifacts.
• Support communications activities by drafting and distributing announcements, newsletters, service notifications, training materials, and stakeholder communications.
• Coordinate logistics for technology deployments, meetings, training sessions, vendor visits, and other operational activities.
• Provide financial and procurement administration support, including preparing requisitions, processing purchase requests, tracking expenditures, processing invoices, and maintaining supporting documentation.
• Coordinate vendor communications related to quotations, purchases, deliveries, licensing, maintenance agreements, and service contracts.
• Support the administration and tracking of Faculty of Medicine technology assets, including computer equipment, peripherals, software licenses, subscriptions, warranties, and replacement schedules.
• Maintain inventory records, perform periodic inventory audits, reconcile inventory against financial records, and prepare detailed inventory and budget reports.
• Serve as a front line point of