Administrative Assistant

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level N
Please note, this is a 1 year temporary full time contract opportunity covering a leave of absence.

ABOUT US

The Schulich School of Medicine and Dentistry is home to the Doctor of Medicine (MD) and Dental Science (DDS programs (respective 4-Year professional degrees), as well as prestigious Postgraduate Medicine and Dental programs. Additionally, in collaboration with Western’s Ivey School of Business and the Faculty of Health Sciences, Schulich’s inter-faculty Master of Public Health Program offers a Master’s Degree in Public Health, while also offering an undergraduate Bachelor of Medical Sciences (BMSc) Program in partnership with the Faculty of Science and MSc and PhD Graduate Programs, in both the Basic and Clinical Sciences.
The Medical Education portfolio at the Schulich School of Medicine & Dentistry is comprised of nine programs and is integral to Schulich’s mission of providing outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians learn to be socially responsible leaders in the advancement of human health locally, regionally, and globally.

QUALIFICATIONS

Education:

• 2-year community college diploma in Business Management/Administration
• Undergraduate degree in Business Administration, Public Relations or related field is preferred

Experience:

• 5 years’ administrative experience supporting a senior executive in a complex office environment (i.e. healthcare, post-secondary, public sector)

Knowledge, Skills & Abilities:

• Advanced computer skills in Microsoft Office (Word, Excel, and PowerPoint), Adobe, and with Content Management Systems (Cascade preferred)
• Exceptional organizational skills and the ability to manage activities both for self and others effectively
• Ability to establish and build healthy working relations and partnerships with internal and external stakeholders
• Excellent verbal and written communication skills and confidence dealing with all levels of an organization
• Judgment, analytical and problem solving skills with a consultative and collaborative approach to addressing issues and opportunities
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• A strong record of teamwork with the motivation and demonstrated ability to work independently and take initiative and follow through on work assignments
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines
• Ability to work under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Strong attention to detail and proofreading abilities with an excellent command of the English language
• Ability to work in a manner that is compliant with confidentiality requirements
• Knowledge of Western and the Schulich School of Medicine & Dentistry policies and procedures preferred
• Knowledge of Western administrative policies and procedures, Western Financial Services, Privacy legislation, the Schulich organization structure, departments, and committees preferred
• Knowledge of education programs, admission criteria, and the appeals process preferred
• Ability to work outside of regular hours when needed

The Administrative Assistant supports both the Vice Dean, Undergraduate Medical Education and the Director, Medical Education on academic, operational, strategic, administrative, financial and planning initiatives in the Medical Education office at the Schulich School of Medicine and Dentistry. The Administrative Assistant contributes to the effectiveness of the Vice Dean’s and Director’s offices by coordinating administrative aspects of all matters related to the Vice Dean’s and Director’s activities and responsibilities including scheduling meetings, coordinating logistics for travel, providing committee support, preparing documents and presentations, and processing various financial transactions and reconciliations. The Administrative Assistant will act as a key resource to all members of the Schulich Decanal team (Vice Deans, Associate Deans, Assistant Deans), Education Program Managers (and their teams) and internal and external School stakeholders, responding, preparing and distributing communications materials and correspondence as required.