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Administrative Assistant

Western University
London, ON

Job details

Temporary | Full-time

Skills

Business Management
Customer service
Microsoft Office
Finance
Administrative experience
Data entry
College diploma
Business
Communication skills

Full job description

Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level M

Please note, this is a 2 year, temporary full time contract opportunity.

Secondments are Welcome

Click here for more details on secondment opportunities.

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

To our patients, we use our expertise to provide the best possible care. To our community, we are responsive to their needs including safe and timely treatment and prevention, and facilitating the development of a health community. To ourselves, we are a faculty that is never satisfied with the status quo; dedicated to continually improving patient care, creating innovative learning opportunities for all learners, and advancing knowledge through research excellence.

The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and rich and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.

We aspire to be a medical community that sets the standard of excellence for patient care, research and learning.

Responsibilities

The Administrative Assistant provides comprehensive administrative and operational support to facilitate the effective and efficient functioning of the Department of Medicine. Reporting to the Associate Director, Administration & Finance, the position supports multiple departmental leaders, committees, and initiatives, and serves as a point of contact for faculty, staff, and external stakeholders on administrative matters. The role contributes to the delivery of departmental programs, meetings, events, and strategic initiatives by coordinating schedules, supporting committee and governance processes, assisting with financial and reporting activities, maintaining records and website content, and providing logistical and administrative support for ongoing programs and courses. The Administrative Assistant supports the coordination of meetings and events, preparation and distribution of materials, monitoring of shared inboxes, and management of documentation and correspondence.

Qualifications

Education:

2 year community college diploma in Office Administration, Business Management/Administration or related field

Experience:

2 years of experience providing administrative support and customer service in a professional office environment
Experience working in an academic environment 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 follow formal business practices with high attention to detail including demonstrated ability to ensure data entry, integrity and reporting
Ability to multi-task and maintain an organized and effective personal work environment
Adapts readily and effectively to changing priorities and demands with flexibility to travel to hospital sites and attend meetings outside of regular business hours as required
Personable and courteous in working relationships with internal and external stakeholders
Ability to demonstrate patience and focus to complete detailed administrative tasks
Ability to interact professionally with students, staff, faculty, and other members of the University community
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 formal correspondence, emails, and input departmental data into spreadsheets and databases
Familiarity with software applications used by Western preferred – e.g. Canva, Cascade and online collaboration tools (e.g., Teams, Zoom)
Familiarity with Western policies and guidelines preferred

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, Indigenous 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 or phone 519-661-2194.

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Classification & Regular Hours

Secondments are Welcome

About Western

About Us

Responsibilities

Qualifications

Union Statement

Western Values Diversity

Please Note:

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