Administrative Assistant

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level N
Please note: This is a temporary full-time role, covering a secondment, with a contract end date of April 30, 2026.

ABOUT US

The Faculty of Education’s mission is: to prepare knowledgeable, critical, creative and courageous educators; to champion through our teaching, research and service just, equitable opportunities and outcomes for all individuals and communities – in and through education.

QUALIFICATIONS

Education:

• 3 year Community College Diploma; with a research component preferred

Experience:

• 3 years experience in an administrative role supporting research functions, including experience assisting with research grant applications
• Experience with basic bookkeeping and financial software

Knowledge, Skills & Abilities:

• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Demonstrated ability to take initiative, work independently and follow through on work assignments
• Ability to apply active listening to hear and understand the complete message being communicated
• Basic accounting skills, with knowledge of financial principles and general ledger
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University research community
• Ability to follow formal business practices with high attention to detail
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands
• Ability to demonstrate patience and focus to complete detailed administrative tasks
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Ability to work independently and effectively as a member of the team to achieve department goals
• Intermediate proficiency in Microsoft Office in order to prepare formal correspondence, emails, memos, and to input departmental data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, MustangMarket

The Administrative Assistant will provide support for a variety of administrative and financial tasks, which support the smooth and effective operations of the Research Office. The Administrative Assistant will serve as a resource and point of contact for faculty members, graduate students, staff, committees and other stakeholders in regard to administrative, financial and research funding matters, answering or re-directing inquiries as appropriate. The role will perform a range of tasks ensuring that budgets and expense claims are reconciled appropriately, deadlines and schedules are met, meetings and events are planned and coordinated, reports and materials are prepared and websites are updated. The role will provide administrative support to the Associate Dean Research, ensuring that meetings/appointments are prioritized and scheduled based on time sensitivity and importance.