Administrative Assistant, Office of the Dean

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level N
Please note, this is a temporary role, covering a secondment, with an end date of September 1, 2025.

ABOUT US

The Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on campus and employs over 2,300 part time and full time faculty and over 1,700 staff.

QUALIFICATIONS

Education:

• 2 year community college diploma in Business Management/Administration

Experience:

• 4 years’ experience providing administrative support and customer service for senior leaders
• Administrative experience supporting senior leaders in a complex environment (e.g. healthcare, post-secondary, public sector) is preferred

Knowledge, Skills & Abilities:

• 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 follow formal business practices with high attention to detail
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• 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
• Adapts readily and effectively to changing priorities and demands
• Attention to detail and proofreading abilities
• 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
• Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, reports, input departmental data into spreadsheets and databases
• Familiarity with applications used by Western – e-mail, calendars, OWL, Cascade, PeopleSoft, MustangMarket preferred
• Familiarity with Western policies and guidelines related to finances and human resources preferred

The Administrative Assistant will provide administrative and logistical support to senior leaders (e.g., Vice Dean (Research), Vice Dean (Basic Medical Science), Manager (International Learning & Partnerships)), including managing administrative responsbiltities related to scheduling, travel and document preparation. The role will act as a key resource to the Dean’s Office team and provide professional front-line service to faculty, staff, current and prospective students, and other visitors/stakeholders. The role will prioritize the response to inquiries on behalf of the senior leader, responding directly or redirecting to other resources as appropriate and manage the administrative responsibilities of the senior leaders day-to-day activities.