Administrative Support III

at  Western University

ABOUT WESTERN

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the “Western Experience” - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

ABOUT US

The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.

Education:

• Community College Diploma in an administrative fiel

Experience:

• 4 year of experience providing customer service in a business office settin

Skills, Abilities & Expertise:

• Knowledge of general office procedures including records management systems
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Proven ability and natural inclination to interact with people in professional, respectful and diplomatic manner
• Self-motivated multi-tasker with strong organizational skills
• Positive, outgoing attitude with genuine customer service orientation
• Demonstrated ability to work independently, take initiative and follow through on work assignments
• Familiarity with University policies and procedures preferred
• Written and verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University communit

The Administrative Support III supports the administration of physical and electronic resources for the Faculty or Division or department. The incumbent may be responsible for administering key requisitions, office assignments, room bookings, office furniture and moving, supply ordering, phone set up and changes, phone directory, internal mailing lists, mail and report distribution and website content maintenance. The incumbent also provides general information and front line support to visitors to the Faculty or Division or Department, responds to phone and e-mail inquiries and refers inquiries to other resources. Other responsibilities include:

• Data Collection and Distribution: Schedule and prepare a large amount of data for Competency Committee Meetings. These meetings involve collating a large amount of performance metrics from different sources to create a summary performance report for the residents that is reviewed by the Program Directors and Competency Committee members. There is a high degree of accuracy and attention to detail required for the preparation of the Competence Reports.

• Evaluations: Monitors the DOMEVALUATION mailbox and answers inquiries from residents, faculty, and other administrators as appropriate related to the operation of the evaluation platforms one45 and Elentra. Assists in other evaluation processes. Point-person for troubleshooting requests.Electives: Coordinates elective documentation for Medicine residents for both out-of-town and research electives. This responsibility involves tracking research proposal and elective request forms, notifying and reminding residents of upcoming deadlines. Prepares letters of good standing on behalf of the Program Director to support electives. This responsibility also includes correspondence with faculty and other external stakeholders.

• Qualifications

Education:

• Community College Diploma in an administrative field

Experience:

• 4 year of experience providing customer service in a business office setting

Skills, Abilities & Expertise:

• Knowledge of general office procedures including records management systems
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Proven ability and natural inclination to interact with people in professional, respectful and diplomatic manner
• Self-motivated multi-tasker with strong organizational skills
• Positive, outgoing attitude with genuine customer service orientation
• Demonstrated ability to work independently, take initiative and follow through on work assignments
• Familiarity with University policies and procedures preferred
• Written and verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community