Classification & Regular Hours
Hours per Week:
Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.
The Department of Visual Arts provides the best student experience in the field of art among North America’s leading Universities.
The Program Assistant coordinates the effective and efficient administration of the undergraduate and graduate programs within the Department of Visual Arts, under the direction of the Program Chairs. The incumbent will provide a first point of contact, by telephone, email and in-person, for inquiries and will provide information to students on matters related to the undergraduate and graduate programs from the time of inquiry through application, admission, orientation, program requirements, eligibility and progression, course selection, examination and post-graduation. The Program Assistant will act as a resource for faculty members, students, prospective students, and the public providing accurate advice and guidance regarding University, School of Graduate and Postdoctoral Studies (SGPS) and Departmental policies and procedures. The incumbent will assist with allocating, processing and tracking graduate student funding, creating and maintaining student records, producing exam schedules, coordinating scholarship and award processes, maintaining and updating program websites, and assisting with the coordination of orientation, intent to register, add/drop, adjudication and recruitment events as required.
- 3 year community college diploma in Business Management/Administration
Knowledge, Skills & Abilities:
- 2 years' experience providing financial and administrative support, preferably in an academic setting
- Experience administering undergraduate and/or graduate programs in an academic setting is preferred
- 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, announcements, and to input data into spreadsheets and databases
- Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft
- Familiarity with academic calendar and programs offered at Western preferred
- Familiarity with Western policies and guidelines preferred
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 firstname.lastname@example.org or phone 519-661-2194.
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.