Administrative Assistant (Graduate Programs)

Job Responsibility:

Classification & Regular Hours

Hours per Week: 35 Salary Grade: Level M

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

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).

Responsibilities

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 Administrative Assistant 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 Administrative Assistant serves as a resource and point of contact for faculty members, staff, committees, and other stakeholders concerning administrative matters, admissions, and 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.

Qualifications

Education:

• 2 year community college diploma in Business Management/Administration

Experience:

• 3 years experience providing administrative and financial support and customer service; preferably in an academic environment

Knowledge, Skills & Abilities:

• 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
• Familiarity with academic calendar and programs offered at Western preferred
• 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 View phone number on ca.edajobs.com.

Please Note:

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.