Administrative Assistant

at  Western University

ABOUT WESTERN

With an international reputation for success, Western ranks as one of Canada’s top research-intensive universities. Our research excellence expands knowledge and drives discovery with real-world application. Western also provides an exceptional employment experience, offering competitive salaries, a wide range of employment opportunities and one of Canada’s most beautiful campuses.

ABOUT US

The Schulich School of Medicine and Dentistry provides outstanding education within a research - intensive, distributed learning environment, where tomorrow’s physicians, dentists and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine and Dentistry is the largest Faculty on the Western University campus and employs over 2,000 part-time and full-time faculty and over 1,500 staff.
The Department of Family Medicine specializes in training comprehensive family physicians and future leaders and innovators in family medicine. This is done through a highly adaptable program that includes tailor-made curriculum and educational programs for residents.
Health Equity in Primary Care, which operates within the Centre for Studies in Family Medicine, is a new and dynamic research and innovation initiative. Health Equity in Primary Care is defined by three distinct research programs: Non-Clinical Trials, Community-driven Research, and Patient Centred Virtual Care. Its mission is to improve the health and health equity of marginalized communities to improve healthcare quality and delivery.

Education:

• Diploma or Certificate in Office Administration or Business
• Bachelor’s degree preferre

Experience:

• 5 years of administrative experience in an academic/research or business setting with proven knowledge of office management systems and procedures, or similar experience
• 1 year experience in a research start-up settin

Skills, Abilities & Expertise:

• Experience scheduling national and international travel arrangements and processing travel expenses, providing exceptional customer and client services, taking dictation and transcribing letters and documents
• Advanced experience with Microsoft Office including for example:
• Word (table of contents, references, mail merge);
• Excel (data tracking, development of graphs, simple data calculations, working with multiple worksheets);
• PowerPoint (drafting/editing/formatting slide presentations; formatting posters);
• Publisher (drafting/editing/formatting newsletters/invitations/brochures
• Outlook (calendar, scheduling appointments, managing conflicts and ability to create and maintain a work schedule)
• Experience with Zotero referencing software
• Experience with applications
• Familiar with Canadian Common CV website and ability to update CV regularly
• Schulich Acquity STAR CV system
• Professional manner, tact, diplomacy and discretion in dealing with internal and external stakeholders including staff, colleagues, faculty members, industry sponsors etc. and the ability to build positive and strong relationships with others from diverse backgrounds
• Strong English verbal and written communication skills, other languages an asset
• The ability to maintain a high-level of confidentiality and handle sensitive information with complete discretion
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to follow formal business practices with high attention to detail
• Proven ability to function with a high degree of accuracy and precision
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands
• Demonstrated ability take initiative, work independently, and collaboratively in a team environment
• Ability to contribute to team efforts and activities
• Strong time management skills and the flexibility to meet shifting and time sensitive deadlines and requests
• Proven ability to maintain procedures that ensure safet

The Administrative Assistant is an integral member of the Health Equity and Primary Care team and will provide administrative and research support for the faculty member, Dr. Kevin Pottie, as well as assist other team members of the Health Equity and Primary Care team.

This role is responsible for a myriad of research-related administrative activities, including:

• Management of grant and reporting portfolio including CIHR, Health Canada Grant, and Immigration Canada funding agencies
• Acts as the primary contact person for the faculty member by coordinating office procedures, responding to enquiries (email, telephone) in a timely and courteous manner
• Maintaining calendars (organize and schedule research team meetings and appointments)
• Management of travel and conference plans ensuring options and preferences are researched and met
• Supporting the faculty member to ensure his tasks and research activities are completed on time
• Preparation and maintenance of multiple CVs and documents
• Supporting the preparation and submission of research materials such as manuscripts
• Management and reconciliation of expenses
• Other administrative duties as required (answering phone calls, maintaining contact lists, maintaining filing systems, providing general support to visitors, resolve administrative problems etc.).

Qualifications

Education:

• Diploma or Certificate in Office Administration or Business
• Bachelor’s degree preferred

Experience:

• 5 years of administrative experience in an academic/research or business setting with proven knowledge of office management systems and procedures, or similar experience
• 1 year experience in a research start-up setting

Skills, Abilities & Expertise:

• Experience scheduling national and international travel arrangements and processing travel expenses, providing exceptional customer and client services, taking dictation and transcribing letters and documents
• Advanced experience with Microsoft Office including for example:
• Word (table of contents, references, mail merge);
• Excel (data tracking, development of graphs, simple data calculations, working with multiple worksheets);
• PowerPoint (drafting/editing/formatting slide presentations; formatting posters);
• Publisher (drafting/editing/formatting newsletters/invitations/brochures
• Outlook (calendar, scheduling appointments, managing conflicts and ability to create and maintain a work schedule)
• Experience with Zotero referencing software
• Experience with applications
• Familiar with Canadian Common CV website and ability to update CV regularly
• Schulich Acquity STAR CV system
• Professional manner, tact, diplomacy and discretion in dealing with internal and external stakeholders including staff, colleagues, faculty members, industry sponsors etc. and the ability to build positive and strong relationships with others from diverse backgrounds
• Strong English verbal and written communication skills, other languages an asset
• The ability to maintain a high-level of confidentiality and handle sensitive information with complete discretion
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to follow formal business practices with high attention to detail
• Proven ability to function with a high degree of accuracy and precision
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands
• Demonstrated ability take initiative, work independently, and collaboratively in a team environment
• Ability to contribute to team efforts and activities
• Strong time management skills and the flexibility to meet shifting and time sensitive deadlines and requests
• Proven ability to maintain procedures that ensure safety