Administrative Assistant (Faculty Assistant)

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level M
Please note: This is a temporary role, covering a secondment, with a contract end date of September 29, 2025.

ABOUT US

The Faculty Services Team provides proficient and accurate coordination and administrative assistance to faculty members at the Ivey Business School. The team’s mission is to provide professional, efficient and effective support to faculty members.

QUALIFICATIONS

Education:

• 2 year community college diploma

Experience:

• 4 years of administrative experience supporting professional management personnel, senior administrators or faculty members

Knowledge, Skills & Abilities:

• Proven ability to establish rapport and build strong relationships with management, colleagues and clients
• Positive attitude with genuine customer service orientation
• Strong ability to adapt to various personalities and work styles
• Ability to work well under pressure and handle multiple competing priorities in a fast-paced environment with frequent interruptions
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• Self-motivated multi-tasker with strong organizational skills
• A strong record of teamwork with the motivation and ability to work independently with little supervision
• Creative problem-solving skills and sound professional judgment
• Strong attention to detail and ability to process information with high levels of accuracy
• Assertive and professional communicator with excellent verbal and written communication skills
• Professional manner and poise, and sensitivity in dealing with confidential issues and materials
• Knowledge of the administrative policies and procedures of the University and Ivey Business School is preferred
• Intermediate computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with online learning management systems (LMS) such as Canvas or OWL is preferred
• Demonstrated ability to quickly learn and adapt to new technologies

The Administrative Assistant (Faculty Assistant) will partner with a complement of 10-12 faculty members to support Ivey’s mission to develop leaders who think globally, act strategically, and address critical issues facing organizations and society, through impactful research and transformative learning experiences. The Administrative Assistant (Faculty Assistant) will work in collaboration with faculty to support their work in delivering high-quality educational experiences across all of our programs, with a particular focus on providing robust, wide-ranging and expert-level support for online course material. The role: sets up and manages online course content, including session content, assignments, quizzes, discussion forums, etc.; records and distributes grades and feedback to students and submits final grades to the program offices; orders course material and supplies; prepares, reviews and edits teaching, case, and research materials; coordinates guest visitors and faculty travel; and completes complex expense reimbursements.
The Administrative Assistant (Faculty Assistant) is responsible for engaging with all stakeholders - faculty, students (ranging from undergraduate students to executive program participants) and staff at Ivey and across the University, faculty guests and external vendors - and supporting across all programs.