Administrative Assistant

Western University - London, ON (27 days ago)

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About Western

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

About Us

The Mission of Western International is to create, promote and support the University’s international strategy, while acting as a resource to faculties and departments across the Western community. Western International includes the International and Exchange Student Centre, International Learning, International Student Recruitment and International Relations.

Key goals of Western International include:
fostering international learning opportunities
recruiting and supporting international students
enhancing overall global activity and awareness


The Administrative Assistant will be responsible for carrying out a range of administrative and front line reception functions to students, visitors, delegates and other stakeholders of Western International, including welcoming, announcing and directing guests. The incumbent will provide a first point of contact, and will respond to general inquiries in person, by telephone or email, referring inquiries to other resources as appropriate. The Administrative Assistant will book meeting spaces; prepare and distribute correspondence; coordinate incoming and outgoing mail; and support the smooth administration of the office.

Key Accountabilities:
Provides departmental reception, acting as a primary point of contact for inquiries from students, visitors, delegates, partners and other stakeholders
Facilitates responses to various inquiries, providing referrals to resources as appropriate, using discretion to escalate inquiries to the Administrative Officer or other supervisor as required
Contacts support staff in other departments to facilitate assistance for international students with regards to navigating various processes
Provides administrative support related to electronic resources, including updating and maintaining directories, Customer Relationship Management (CRM) systems, websites, social media and mailing lists
Schedules meetings/appointments which may be sensitive in nature, ensuring adherence with departmental guidelines and privacy regulations
Sorts and distributes mail daily, processes all courier packages, maintains records and prepares related documentation for processing
Orders and maintains all stationary and office supplies, follows up on backordered items and reconciles statements
Supports the implementation of various programs within Western International, such as assisting with the planning and coordination of special events, mass mailings and collecting funds for involvement in programs/events
Provides support for the effective administrative functioning of the department, including booking meeting rooms, booking virtual meetings, scheduling school visits, ordering catering, assisting with audio visual equipment, filing, data entry and photocopying and distributing documents and resources
Maintains and inputs information into Western International’s systems to ensure information is accurate and up to date
Assists with the development of administrative procedures within Western International, and recommends opportunities for improvement and to increase consistency
Contacts and sends out correspondence to external stakeholders regarding a variety of topics (e.g. international student recruitment, event coordination, etc.)
Places service requests and administers notice of disruption of services for department
Assists with the maintenance of departmental records and files (e.g. partnership agreements, student files)
Supports human resources processes, which may include entering and reconciling weekly payroll; completing the registration of associated persons for student volunteers and following up on HR training requirements as assigned
Maintains orderliness of reception and storage areas

Minimum Required:
2 year community college diploma

Office Administration

Experience providing customer service in a business office setting

Experience in a higher education setting

Skills, Abilities & Expertise:
Ability to apply active listening to hear and understand the complete message being communicated, solicit more information as required, and respond appropriately
Verbal communication skills to translate information into easily understood terms, summarize information, and provide a rationale for action
Competency to maintain confidentiality and treat sensitive information with discretion
Cross-cultural competency, with an ability to establish rapport with people from diverse backgrounds
Ability to maintain a positive, outgoing attitude with genuine customer service orientation
Adapts readily and effectively to changing priorities and demands
Demonstrated ability take initiative, to work independently and follow through on work assignments
Ability to follow formal business practices with high attention to detail
Ability to multi-task and maintain an organized and effective personal work environment
Intermediate proficiency required in Microsoft Office in order to prepare email, memos, correspondence, and input departmental data in spreadsheets, student records systems
Ability to interact professionally with students, staff, faculty, and other members of the University community
Ability to work independently and effectively as a member of the team to achieve department goals
Familiarity with applications used by Western is preferred (e.g. Outlook, OWL, Cascade, PeopleSoft, Mustang Market)
Familiarity with academic calendar, processes and programs at Western preferred
Familiarity with Western policies and guidelines preferred
Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the application. In addition, please supplement your application with a cover letter and current resume.

Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

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, Aboriginal 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 at or phone 519-661-2194.

Please Note:
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.