Administrative Assistant
Job ID: 41027
Faculty/Unit: Schulich School of Medicine & Dentistry
Department: Schulich Medicine & Dentistry - Research
Employee Group: UWO Staff Association
Appointment Type: Term
Appointment Status: Temporary Full-Time
Salary Ranges
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level M
Please note, this is a 1 year temporary full time contract opportunity.
Secondments are Welcome
Click here for more details on secondment opportunities.
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 Schulich School of Medicine & Dentistry provides outstanding education within a research intensive, distributed learning environment, where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. 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 1,200 staff.
Responsibilities
The Administrative Assistant will provide support for a variety of administrative tasks, which support the smooth and effective operations of the Research Office in the Schulich School of Medicine and Dentistry. The role will manage the busy calendar and administrative needs for the Vice Dean, Research and Innovation, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance, supporting documents and communications are prepared, and travel and accommodation are booked. The role will support and coordinate award nomination processes, coordinate logistics and provide administrative support for committees and meetings, and will facilitate the preparation and distribution of communications materials as required. The role will serve as a resource and point of contact for faculty members, staff, learners, committees and other stakeholders in regard to administrative matters in the Research Office, answering or re-directing inquiries as appropriate.
Qualifications
Education:
- 2 year community college diploma in Business Management/Administration
- University degree preferred
Experience:
- 2 years of experience providing administrative and logistical support to a senior leader in an academic environment
- Experience in a research-intensive or healthcare-academic environment, with responsibilities such as coordinating award nominations, managing academic CVs, and supporting faculty recognition or research administration processes would be an asset
Knowledge, Skills & Abilities:
- 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, reports, award nominations, and input departmental data into spreadsheets and databases
- Familiar with applications used by Western preferred – e.g. PeopleSoft, OneDrive, Cascade
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:
This position is an existing vacancy. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.