Administrative Assistant

Hours per Week: 35

Salary Grade: Level N

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.

Western’s Schulich School of Medicine & Dentistry is a leading Canadian centre of outstanding education and research shaping health care for the next generation, and is the largest and most complex faculty on campus. The Departments of Anatomy & Cell Biology and Medical Biophysics are two basic science departments within the Schulich School of Medicine & Dentistry, each with a significant independent academic mission, research profile and large graduate & undergraduate programs. They are two distinct departments operating within the Schulich School of Medicine & Dentistry.

Collectively, the overarching missions of the two Departments are to champion and enhance innovation in education and research; inspire and empower the next generation of students; broaden community engagement; and create new partnerships to attract and produce the best faculty, staff and students.

The Administrative Assistant is a vital link to all members of the Departments of Anatomy & Cell Biology and Medical Biophysics, its divisions and affiliated internal and external stakeholders, affiliated hospitals, research institutes and other university departments. The role supports the day-to-day operations of both departments and provides a first point of contact for faculty, students, staff, and visitors. Reporting to the Manager, Finance and Administration, and working closely with the Chairs of the Departments, the role provides effective and efficient coordination of administrative functions, human resources and payroll processes, financial, marketing, promotional items, and planning initiatives and logistical functions for the Departments. The role assists with aspects of both Department Chairs’ calendars, including scheduling meetings, preparing agendas and meeting materials, providing committee support, coordinating annual UWOFA processes and faculty recruitment processes, and processing various financial transactions and reconciliations. The role also provides support to the Manager, Finance and Administration, Program Coordinators, Financial Assistant, Body Bequeathal Program and departmental committees on a continual basis.

The Administrative Assistant coordinates all departmental events for both departments, including weekly seminar series, research days, named lectures, social activities, charitable initiatives, and any special projects as required by the Manager and/or the Department Chairs. In addition, the role maintains both departmental websites and social media accounts, creates promotional materials and graphics, and drafts and distributes communications and correspondence to internal/external stakeholders with the goal of raising the education and research profile of the Departments.

Education:

• 2 year community college diploma in business management/administration, communications, public relations or related field

Experience:

• 3 years of customer service experience and experience providing financial, human resources, and administrative support to a senior leader 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 would be an asset
• Ability to apply active listening to hear and understand the complete message being communicated
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Ability to demonstrate patience and focus to complete detailed administrative tasks
• Ability to establish rapport with people from diverse backgrounds
• Ability to follow formal business practices with high attention to detail
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Personable and courteous in working relationships with colleagues, students and the public
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to multi-task and maintain an organized and effective personal work environment
• Ability to summarize information and disseminate to others effectively in a timely manner
• Ability to work independently and effectively as a member of the team to achieve department goals
• Adapts readily and effectively to changing priorities and demands
• Attention to detail and proofreading abilities with an excellent command of the English language
• Competency to maintain confidentiality and treat sensitive information with discretion
• Critical thinking skills to analyze problems, and collect information required to make an accurate conclusion
• Demonstrated ability take initiative, to work independently and follow through on work assignments
• Demonstrated ability to understand and resolve external and internal partner issues
• Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, financial reports, and input departmental data into spreadsheets and databases
• Familiar with applications used by Western preferred – OWL, Cascade, PeopleSoft, Mustang Market, Adobe, Canva, etc.
• Familiarity with academic calendar and programs offered at Western preferred

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

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 519-661-2194.

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