Administrative Assistant

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 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).

Western's School of Communication Sciences and Disorders offers graduate programs in both Audiology and Speech-Language Pathology and provides students with professional and research-based learning opportunities. Home to the National Centre for Audiology and the H.A. Leeper Speech and Hearing Clinic, Western is recognized around the world for its research in the areas of hearing and speech. The foundation of the School of Communication Sciences and Disorders academic programs is a talented group of researchers and instructors that combine the most recent research discoveries with clinical skills and knowledge that create an educational environment that is second to none. 
 

Responsibilities

The Administrative Assistant supports a variety of administrative processes to facilitate the smooth and effective operations of the School of Communication Sciences and Disorders and to support the Director in carrying out their leadership role. The Administrative Assistant serves as a resource and serves as the first point of contact for faculty members, staff, committees and other stakeholders in regard to administrative matters, answering or re-directing inquiries as appropriate. The Administrative Assistant coordinates various financial transactions, supports administrative human resources process including keying payroll and assisting with arranging logistics for collective agreement processes, assists with grant administration, and coordinates building and facilities management processes.  

The Administrative Assistant will perform a range of tasks ensuring that deadlines and schedules are met, including coordinating meetings, facilitating the preparation and distribution of correspondence to internal/external stakeholders, and arranges for orders for supplies and arranges for access to technology and physical space. The Administrative Assistant will also manage the busy calendar of the Director, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance. 

Qualifications

Education:

• 2 year community college diploma in Business Management/Administration

Experience:

• 4 years experience providing financial, human resources, administrative support to a senior leader in a business office setting
• Experience supporting faculty collective agreement processes is preferred 

Knowledge, Skills & Abilities:

• Knowledge of financial and human resources principles and legislation
• Familiar with Western policies and guidelines related to finances, human resources and research and grant administration
• 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, grant submissions, input departmental data into spreadsheets and databases
• Familiar with applications used by Western – e-mail, calendars, OWL, Cascade, PeopleSoft, MustangMarket
• Familiarity with academic calendar and programs offered at Western 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 519-661-2194.

Please Note:

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


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