Administrative Assistant IV

at  Western University

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 Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of soon to be seven Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy, Communication Sciences and Disorders and Foods and Nutritional Sciences), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centres. The Faculty has more than 4,000 undergraduate students and more than 900 graduate students (200 PhD students).

QUALIFICATIONS

Education:

• 2 year community college diploma in Business Management/Administration

Experience:

• 4 years experience providing financial, human resources, and administrative support to a senior leader in a business office setting
• Experience supporting faculty collective agreement processes is preferred

Knowledge, Skills & Abilities:

• Knowledge of financial and human resources principles and legislation
• Familiar with Western policies and guidelines related to finances, human resources and research and grant administration
• 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
• 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
• 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 – e-mail, calendars, OWL, Cascade, PeopleSoft, Mustang Market
• Familiarity with academic calendar and programs offered at Western preferred

The Administrative Assistant supports a variety of administrative processes to facilitate the smooth and effective operations of the Brescia School of Food and Nutritional Sciences and to support the Director in carrying out their leadership role. The Administrative Assistant serves as a resource and serves as the first point of contact for faculty members, staff, committees and other stakeholders in regard to administrative matters, answering or re-directing inquiries as appropriate. The Administrative Assistant coordinates various financial transactions, supports administrative human resources process including keying payroll and assisting with arranging logistics for collective agreement processes, assists with grant administration, and coordinates building and facilities management processes. The Administrative Assistant will perform a range of tasks ensuring that deadlines and schedules are met, including coordinating meetings, facilitating the preparation and distribution of correspondence to internal/external stakeholders, and arranges for orders for supplies and arranges for access to technology and physical space. The Administrative Assistant will also manage the busy calendar of the Director, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance.