Program Assistant (CPD Coordinator)
Western University
London, ON
Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

About Western

With an international reputation for success, Western ranks as one of Canada's top research-intensive universities. Our research excellence expands knowledge and drives discovery with real-world application. Western also provides an exceptional employment experience, offering competitive salaries, a wide range of employment opportunities and one of Canada's most beautiful campuses.

About Us

The Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on the Western University campus and employs over 2,000 part time and full time faculty and over 1,500 staff.

The Department of Psychiatry is a diverse city-wide clinical academic department at the Schulich School of Medicine & Dentistry. The department encompasses the University, London Health Sciences Centre (LHSC), St. Joseph’s Health Care, London (SJHC), London and St. Thomas, and the Child and Parent Resources Institute (CPRI).

The vision for the Department of Psychiatry is to be the acknowledged Centre of Excellence for psychiatric care and discovery in South Western Ontario with a mission to translate clinical research into treatment and provide regional consultation within interdisciplinary models of care. The Department of Psychiatry is comprised of 76 Clinical Academics, 7 Basic Research Scientists, and 11 administrative staff including the Manager, Administration & Finance.

Responsibilities

Reporting to the Manager, Administration & Finance (MAF), and supporting the MAF and Continuing Professional Development (CPD) Program Director and Divisional Chairs, the Program Assistant is responsible for providing the Department of Psychiatry at the Schulich School of Medicine & Dentistry, and the various divisions of Psychiatry at Western University, with the administrative expertise for the effective and efficient operation of academic programs. The incumbent coordinates logistics for large special events, including various CPD events, contributes to ongoing refinement of program processes and procedures, creates and distributes various communications materials, creates, maintains and updates departmental databases, generates data and reports for review, and maintains and updates program websites. The Program Assistant will act as a resource for committees, internal and external stakeholders providing guidance regarding Program, University, and external regulatory body procedures in response to inquiries, providing referrals to other individuals or resources as required.

Qualifications

Education:
  • 3 Year Community College Diploma in Business Management/Administration required
  • University degree is preferred
Experience:
  • 4 years’ experience providing administrative and event planning support and customer service, preferably for a Continuing Professional Development program
  • Experience maintaining websites (including content, layout and design)
  • Experience providing administrative support to faculty and/or physicians in an academic health science centre is preferred
Knowledge, Skills & Abilities:
  • Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
  • Demonstrated ability take initiative, to work independently and follow through on work assignments
  • Ability to apply active listening to hear and understand the complete message being communicated
  • Competency to maintain confidentiality and treat sensitive information with discretion
  • Ability to establish rapport with people from diverse backgrounds
  • Demonstrated ability to understand and resolve external and internal partner issues
  • Ability to maintain a positive, outgoing attitude with genuine customer service orientation
  • Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
  • Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
  • Ability to multi-task and maintain an organized and effective personal work environment
  • Adapts readily and effectively to changing priorities and demands
  • Personable and courteous in working relationships with colleagues, faculty members, students and the public
  • Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
  • Ability to interact professionally with students, staff, faculty, and other members of the University community
  • Strong mathematical and analytical skills to complete accurate calculations
  • Ability to work independently and effectively as a member of the team to achieve department goals
  • Intermediate proficiency required in Microsoft Office (in order to prepare emails, correspondence, track program expenditures and to input data into spreadsheets and databases) and with content management systems (such as Cascade) to update and maintain websites
  • Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market, specialized scheduling software
  • Valid driver's license with access to a vehicle to travel within the city and surrounding communities
Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources at hrhelp@uwo.ca or phone 519-661-2194.

Please Note:
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.