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 Faculty of Health Sciences ((FHS) is a large, diverse, and comprehensive unit, comprised of six Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy and Communication Sciences and Disorders), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centres. The Faculty has more than 3,200 undergraduate students and more than 800 graduate students (200 PhD students).
In collaboration with the Assistant Dean, Graduate Programs, the Administrative Assistant is accountable for supporting a variety of administrative processes, which support the effective and efficient administration of the Faculty-wide Graduate Programs and Interprofessional Education program. The incumbent is responsible for assisting with processing the hiring of Limited Duties and Adjunct faculty for the Graduate Program, and is responsible for supporting the daily financial administration of the Graduate Program.
The Administrative Assistant provides administrative support to the Assistant Dean in carrying out their leadership role, as well as assistance to Program Managers as required. The incumbent serves as a resource and point of contact for faculty members, staff, committees and other stakeholders in regard to administrative matters, answering or re- directing inquiries as appropriate. The Administrative Assistant performs a range of tasks ensuring that deadlines and schedules are met, including coordinating meetings, maintaining graduate student records, maintaining and updating program information, and facilitating the preparation and distribution of correspondence and meeting materials.
- 2 year community college diploma in Business Management/Administration
Knowledge, Skills & Abilities:
- 2 years experience providing administrative and financial support and customer service, preferably in an academic environment
- Knowledge of financial and human resources principles and legislation
- Familiar with Western policies and guidelines related to finances and human resources 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
- Judgment and creative problem solving skills with a consultative and collaborative approach to addressing issues
- Strong mathematical and analytical skills to complete accurate calculations
- 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 emails, correspondence, and to input data into spreadsheets and databases
- Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, CASPer
- 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.