Administrative Assistant (Recruiting and Logistics Coordinator)

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 Ivey Business School at Western University is Canada's premier business school, recognized worldwide for the quality of its management programs. To be successful in this highly competitive environment, it is essential that all staff provide outstanding customer service and be committed to excellence in all activities. Given the ongoing changing dynamics in the work environment at Ivey, staff are expected to be knowledgeable in all student-related program activities.

The Masters programs are one of the main business units within the Ivey Business School and make a significant financial contribution to the school's operating budget. The Masters programs involve the full-time MBA; Executive MBA, AMBA, MM and MSc in Management. The Masters programs have been identified strategically as an area for growth and investment within the school.

Responsibilities

The Administrative Assistant (Recruiting and Logistics Coordinator) is responsible for coordination of recruiting activities for Masters programs at Ivey Business School. The Administrative Assistant serves as a resource and point of contact for potential student candidates, faculty members, staff, committees and other stakeholders in regards to recruiting activities, qualifies inbound leads to grow the pool of qualified leads for all Masters Programs. The Administrative Assistant will provide timely responses to all inquiries or re-directs inquiries as appropriate. The Administrative Assistant provides guidance to qualified candidates throughout the client engagement process, acting as a resource person and liaison, ensuring control of information flow to required stakeholders within Ivey Business School. This Administrative Assistant coordinates data management and collection processes, logistics for recruiting activities needed to maintain the program's market share, and manages the Resume Assessment program.

Qualifications

Education:

• 2-year Community College diploma in Business Management/Administration or related program

Experience:

• 3 years' administrative experience providing support to senior level management and with project planning and coordination in a service and team-oriented environment

Knowledge, Skills & Abilities:

• Knowledge of confidentiality and privacy legislation (FIPPA) with the ability to maintain confidentiality and treat sensitive information with discretion
• Familiarity with Ivey Business School programs and services preferred with the ability to identify desired candidate profiles
• Demonstrated ability to understand and resolve external and internal partner issues and know when to refer to a Manager for resolution
• Verbal and written communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Proven ability to successfully manage projects independently with strong planning and problem-solving skills
• Ability to organize own work effectively and meet demanding deadlines
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to interact professionally with customers, students, staff, faculty, external stakeholders and other members of the University community
• Exceptional interpersonal skills and the ability to work under pressure while remaining calm
• Demonstrated ability to multi task and to work effectively and accurately in an interruptive environment
• Adapts readily and effectively to changing priorities and demands with the ability to learn new technologies and job-related duties as required
• Strong analytical skills for data planning and report generation
• Advanced proficiency required in Microsoft Office in order to prepare formal correspondence, emails and documents, and with various data management software to input departmental data into spreadsheets/databases

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.