Graduate Affairs Assistant

at  Western University

ABOUT US

The Department of Civil and Environmental Engineering is one of six academic units in the Faculty of Engineering. Faculty and staff in the department support and foster the educational and research pursuits of undergraduate and graduate engineering students, while providing the best student experience. The Department aspires to become one of the top Civil Engineering Departments in the world. It will do so by relentlessly pursuing excellent research, faculty profile and graduate and undergraduate education that engages students.

QUALIFICATIONS

Education:

• 3 year Community College Diploma in Business Management/Administration is required
• University degree is preferred

Experience:

• 3 years’ experience providing financial administrative support (payroll, funding, bookkeeping, etc.) in a University (post-secondary) environment interacting with students, faculty, staff and the community
• 1 year administrative experience supporting an academic program, preferably a graduate program

Knowledge, Skills & Abilities:

• Knowledge of Western policies and procedures related to graduate studies as well as related collective agreements (PSAC)
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Demonstrated experience in working independently, problem solving, and functioning effectively as part of a team
• Demonstrated ability take initiative and follow through on work assignments
• Ability to apply active listening to hear and understand the complete message being communicated
• Proven ability to interact with individuals from a variety of cultures in a professional, respectful and diplomatic manner
• Demonstrated ability to understand and resolve external and internal partner issues
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• Knowledge of and ability to manage social media platforms, communication and engagement strategies for student populations
• Excellent organizational and planning skills to work effectively in a high pressure environment with competing priorities
• Adapts readily and effectively to changing priorities and demands
• Personable and courteous in working relationships with colleagues, faculty members, students and the public
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Strong mathematical and analytical skills to complete accurate calculations, to work with databases to input, organize and analyze data, and to generate standard reports, audit data output and resolve complex payroll/financial issues
• Intermediate proficiency required in Microsoft Office (Word, Excel, Outlook) in order to prepare emails, correspondence, announcements and to input data into spreadsheets and databases
• Knowledge of principles of confidentiality and FIPPA regulations is essential with the ability to use discretion handling confidential records and student issues
• Ability to respond, and be sensitive, to the emotional and mental health needs of students, support staff and faculty working under pressure
• Familiarity with software applications used by Western preferred – e.g. PeopleSoft (HE, HR, eManager Graduate Student Appointment transactions), GradNet, Mercury funding portals, Adobe, Cascade, OWL, Mustang Market, Awards Spring

The Graduate Affairs Assistant provides support for the effective and efficient administration of the graduate programs within the Department of Civil & Environmental Engineering, under the direction of the Administrative Officer. The role will act as a resource for faculty members, current and prospective students and the public and will provide information on matters related to the graduate programs from the time of inquiry through application, orientation, program progression, examination and post-graduation in a manner that promotes the best graduate student experience. The Graduate Affairs Assistant will act as a resource providing support and guidance regarding University, School of Graduate and Postdoctoral Studies and departmental policies and procedures. The role will provide assistance for the recruitment and admission processes of students in the Graduate Programs. The role coordinates the allocation, processing and tracking of graduate student funding, generating data and reports for review, providing administrative assistance to leaders and committees, maintaining and updating program websites, and assisting with development of recruitment and communication materials.