Program Assistant II (Administrator)

Job Responsibility:

Classification & Regular Hours

Hours per Week: 35 Salary Grade: Level N

Please note, there are multiple vacancies available.

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

Western's Schulich School of Medicine & Dentistry is a leading Canadian centre of outstanding education and research shaping health care for the next generation. The Schulich Dentistry team strives to obtain international recognition through excellence in dental education, research, and patient care. To foster that vision, Schulich Dentistry develops the knowledge and skills in dental professionals to provide exemplary care to the diverse communities that we serve and to influence the future of undergraduate and postgraduate dental education through scholarly inquiry, innovation, and research. The Schulich School of Medicine & Dentistry is the largest Faculty on campus and employs over 2,000 part-time and full time faculty and over 1,000 staff.

Responsibilities

The Program Assistant (Administrator) contributes to the effective and efficient administrative operations of dental education in Schulich Dentistry. There are two Program Assistant roles that report to the Manager or Program Manager of Dental Education and supports the academic leaders within the Dental Education portfolio, including Course Directors/Instructors, Division Chairs, and Associate Directors of Education, Research and Clinics. The Program Assistant is the main point of contact for stakeholder inquiries about the Dentistry programs and is responsible for providing knowledge and guidance in a highly professional and comprehensive manner, ensuring the utmost in accuracy to all inquiries. The role ensures adherence to program standards so therefore must be knowledgeable about the program curricula and dental terminology. The Program Assistant is highly committed to continuously adapting to and improving the programs and administrative efficiencies.

Qualifications

Education:

• 3 year Community College Diploma in Business Administration

Experience:

• 3 years experience providing administrative support and customer service in a complex academic environment
• Experience coordinating logistics of specialized programs and services

Knowledge, Skills & Abilities:

• Ability to process information with high levels of accuracy
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• 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 work independently and collaboratively in a team environment
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• Demonstrated commitment to ongoing learning and professional development
• Demonstrated ability to apply creativity, innovation and resourcefulness to daily work
• Intermediate proficiency required in Microsoft Office (Outlook, Teams, Excel and Word) in order to prepare emails, correspondence, and to input data into spreadsheets and databases;
• Familiarity with software applications used by Western preferred - e.g. Western Online Learning (OWL), Elentra
• Demonstrated excellent data entry skills with the ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
• Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
• Ability to work in a fluid and challenging work environment with changing deadlines
• Influential interpersonal skills that build positive and strong relationships at all levels of the organization
• Ability to multi-task and maintain an organized and effective work environment
• Exceptional organizational skills and the ability to manage activities

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.