Administrative Assistant

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

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Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

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 Department of Epidemiology and Biostatistics’ mission is health equity across the life course from local to global communities. The Department is committed to developing, applying and teaching the highest standard of epidemiological and biostatistical methods. Through education, scholarship, service and advocacy, we strive for transformative impact on population health, clinical outcomes, and health services research to inform policy and interventions. The Department of Epidemiology has a significant academic mission, research profile and large graduate & undergraduate program.

Responsibilities

The Administrative Assistant coordinates the day-to-day operations of the Department of Epidemiology and Biostatistics including providing administrative support for physical, financial, human and information resources in collaboration with the Department Chair and Manager. The incumbent coordinates various financial transactions, supports administrative human resources processes including supporting faculty collective agreement processes, keying payroll and assisting with arranging logistics for interviews, assists with grant administration, and coordinates building and facilities management processes. The Administrative Assistant coordinates schedules and the calendar of various Leaders and logistics for events, committees and conferences. The incumbent maintains databases, websites, prepares and distributes communications materials and correspondence to internal/external stakeholders. The Administrative Assistant orders office supplies, coordinates office allocation for graduate students, research coordinators, and visiting faculty, and provides coverage support for administrative staff during peak periods and vacations as required.

Qualifications

Education:
  • 2 year Community College Diploma in Business/Management Administration with courses taken in human resources and accounting
  • Undergraduate Degree is preferred
Experience:
  • 4 years experience providing financial, human resources, administrative support to a senior leader in an academic environment
  • Experience providing support for graduate programs and processes in a Department is preferred
Knowledge, Skills & Abilities:
  • Knowledge of financial and human resources principles and legislation
  • Familiarity with various collective agreements at Western would be an asset (UWOFA, UWOSA, GTA)
  • Familiar with Western policies and guidelines related to finances, human resources and research and grant administration 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 with the 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 with the ability to use sound judgement to identify when the Manager needs to be updated on critical situations
  • 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 – PeopleSoft (Financials, Human Resources, and Higher Education), Mercury, OWL, Cascade, Mustang Market
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, 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 hrhelp@uwo.ca or phone 519-661-2194.

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