Administrative Assistant (Decanal Support Coordinator)

Job Responsibility:

Classification & Regular Hours

Hours per Week: 35 Salary Grade: Level O

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 Science's mission is to be a cornerstone of society's development through the education of students, the creation and dissemination of knowledge, and the establishment of innovative partnerships with industry, government and other educational institutions in the global community.

Responsibilities

The Administrative Assistant (Decanal Support Coordinator) provides a wide range of proactive and professional administrative and operational support to the Dean of Science, Associate Dean, Faculty Relations and the Director of Administration, under the direction of the HR & Operations Specialist. The role is responsible for managing the planning, organization, and implementation of the Dean's daily and long-range calendar, including scheduling and coordinating meetings, organizing and tracking all requests for the Dean's time, and ensuring that the Dean has all relevant information at-hand for engagements and commitments. The role also provides scheduling oversight for the Associate Dean, Faculty Relations, including scheduling and meeting logistics coordination. The Administrative Assistant acts as first point of contact for both internal and external, responding independently as appropriate, referring to another resource, or escalating to the HR & Operations Specialist as appropriate.

The role prioritizes internal and external relations and communications on behalf of the Dean including drafting memos, letters, responding to phone calls, emails and other inquiries in a professional and confidential manner. The Administrative Assistant manages the day to day operational requirements of the Dean including travel arrangements and coordinating related financial processes in accordance with Western policies, procedures and timelines. The role works as a member of a team of professionals to support the Dean's complicated priorities to achieve successful outcomes that support the advancement of the Faculty's strategic priorities, providing guidance to other administrators across the Faculty, offering support on various procedures to ensure that the Faculty is supported most efficiently.

Qualifications

Education:

• 3 year Community College Diploma in Business Management/Administration
• Undergraduate Degree in Social Sciences, Business, Communications or relevant discipline is preferred

Experience:

• 5 years of experience providing administrative support to a senior leader in an academic environment
• Experience working in a complex environment is preferred

Knowledge, Skills & Abilities:

• Knowledge of general office procedures and of best practices in records maintenance with competency to maintain confidentiality and treat sensitive information with discretion
• Familiarity with event management techniques and tools and with project management methodologies
• Ability to collaborate and develop effective relationships with a wide variety of individuals
• Ability to apply active listening skills to hear and understand the complete message being communicated
• Verbal communication skills to deliver information calmly and professionally in difficult circumstances
• Communication skills to write clearly and professionally, and to adapt communication style and content for intended audiences in an effective manner
• Intermediate computer skills in Microsoft Office Suite (Outlook, Word, Excel, Access, PowerPoint), with database software (such as PeopleSoft) and with web design using content management systems (such as Cascade)
• Ability to apply critical thinking to evaluate information and make appropriate decisions or recommendations
• Excellent client service skills with an ability to apply tact and diplomacy when dealing with sensitive issues and a range of personalities, motives and interests
• Ability to create a positive impression while interacting with others and responding to inquiries, by telephone, in person or electronically
• Ability to follow formal business practices with high attention to detail and accuracy
• A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills
• Ability to plan, prioritize, and manage multiple concurrent assignments and tasks efficiently and on time
• Ability to adapt readily and effectively to changing priorities and demands
• Ability to work independently and exercise a high degree of initiative, innovation and good judgment in decision-making
• Ability to interact professionally with students, staff, faculty, and other members of the University community

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.