Administrative Assistant

Western University - London, ON (23 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 Schulich Interfaculty Program in Public Health offers a one-of-a-kind Master of Public Health (MPH) Program. The MPH Program is course-based using case-method and team-based learning. The MPH Program is accredited with an international regulatory agency, the Council on Education for Public Health (CEPH). We are the only MPH Program to be accredited in Ontario and the fourth in Canada.

Responsibilities

As part of the incumbent’s duties, the individual shall be solely responsible for:

Retrieving data from the Student Centre to create applicant files (~500 applications), ensuring completeness and notifying applicants of missing documentation
Managing correspondence in the MPH Mailbox
Creating file folders and tracking all correspondence for general inquiries, current students, applicants and alumni
Maintaining office supply inventory and ensuring the storage room is organized
Preparing travel expense forms for students and guests seeking reimbursement for sanctioned expenses
Preparing casebook and Christmas card mailings
Creating and updating Standard Office Procedures (SOPs) for all positions
Archiving applicant and graduate files on a regular basis and in accordance with Western University’s retention policies

In addition, the incumbent will assist the Manager, Program Coordinator and/or the Career Development Coordinator, when applicable, with:

Attending recruitment events and conferences
Assisting with event planning and preparation
Assisting with CEPH data collection
Preparing materials for the Director and Manager for meetings as required
Assisting Program Coordinator and Career Development Coordinator as needed
Performing yearly file updates and purges
Other duties as assigned

Qualifications

Education:
  • Community College Diploma in an administrative field
Experience:
  • 1 year of experience providing customer service in a business office setting
Skills, Abilities & Expertise:
  • Knowledge of general office procedures including records management systems
  • Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
  • Proven ability and natural inclination to interact with people in professional, respectful and diplomatic manner
  • Self-motivated multi-tasker with strong organizational skills
  • Positive, outgoing attitude with genuine customer service orientation
  • Demonstrated ability to work independently, take initiative and follow through on work assignments
  • Familiarity with University policies and procedures preferred
  • Written and verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
  • Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community
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 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.