Administrative Assistant

Western University - London, ON (30+ days ago)

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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).

Health & Rehabilitation Sciences (HRS) program is an interdisciplinary graduate program within the Faculty of Health Sciences (FHS) with approximately 220 students. This graduate program has 9 fields at the MSc and PhD level. The Pan- Faculty structure creates a rich collaborative and interdisciplinary learning experience between students and faculty and across schools.


PLEASE NOTE: This position is expected to be filled internally by reappointment.

The Administrative Assistant coordinates incoming graduate applications, reviews the application for completeness, assess domestic and international transcripts to determine admission averages and works with School of Graduate and Postdoctoral Studies (SGPS) for applicant admission. This position will be primarily responsible for admissions to the graduate program, scheduling thesis defenses, and overseeing graduate status application for faculty within the program.

The Administrative Assistant manages the scholarship programs for HRS. This includes informing students about scholarships and their deadlines, calculating averages, completing the spreadsheets and distributing to the HRS Scholarship Committee and then submitting the HRS rankings to the SGPS.

The incumbent is responsible for administrating key requisitions, office assignments, room bookings, office furniture and moving, supply ordering, phone set up and changes, phone directory, internal mailing lists, mail and report distribution and website content maintenance.

The incumbent works closely with the Graduate Program Office team on content relating to student academic programs, program planning issues, program and university policies, and special projects. The AA provides administrative support to the Program committees and assists with student related functions.


  • 2 year Community College Diploma in an administrative field
  • 4 years of experience providing customer service in an educational institution
  • 2 years of experience working with graduate students
Skills, Abilities & Expertise:
  • Excellent verbal and written communication skills and confidence dealing with all levels of the organization
  • Strong attention to detail and ability to process information with high levels of accuracy
  • Knowledge of Western University’s Student policies and procedures
  • Experience in PeopleSoft Higher Education and Financial modules
  • Intermediate computer skills in Microsoft Office and posting content on OWL (Western’s online learning management system)
  • Demonstrated ability to work independently and take initiative and follow through on work assignments
  • Exceptional organizational skills and the ability to manage activities both for self and others effectively
  • Ability to work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
  • Ability to plan and manage events of various sizes; familiarity with large scale events an asset
  • Professional manner, tact, diplomacy and discretion in dealing with associates and colleagues
Why Western?

Western offers a broad and exciting variety of part-time and temporary employment opportunities with ample room for job exploration and growth. Within our beautiful campus, you are part of a progressive work environment that promotes work/life balance including access to our state-of-the-art recreation centre. Apply for an opportunity to be part of the Western community and contribute to its success!

Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the application. In addition, you can choose to 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.