Program Assistant (Administrator)

at  Western University

ABOUT WESTERN

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

ABOUT US

The Department of Clinical Neurological Sciences (CNS) is a diverse, city-wide, clinical academic department at the Schulich School of Medicine & Dentistry. Faculty members are located at Western University, London Health Sciences Centre (LHSC), and Parkwood Hospital of St. Joseph’s Health Care, London (SJHC). The Department has research affiliations at both the Robarts Research Institute and Lawson Health Research Institute.
The Department of Clinical Neurological Sciences’ mission is to provide the highest quality of clinical care to patients and their families; to train and mentor the next generation of neurologists and neurosurgeons; and to advance knowledge through the pursuit of scientific discovery and innovation.

QUALIFICATIONS

Education:

• 3-year Community College Diploma in Business Management/Administration required; Bachelor’s degree preferred

Experience:

• 3 years’ experience providing administrative support to a senior leader and coordinating logistics of specialized programs in an academic or medical environment
• Experience in an academic medical setting providing support to resident trainees, medical students, and academic staff is preferred
• Experience providing administrative support for curriculum development and education research would be an asset

Knowledge, Skills & Abilities:

• Knowledge of medical terminology with the ability to proofread and edit medical documents
• Familiarity with medical education, curriculum, accreditation and related licensing bodies preferred
• Knowledge of policies and procedures including, The Royal College of Physicians and Surgeons of Canada (RCPSC), The College of Physicians and Surgeons of Ontario (CPSO), Professional Association of Residents of Ontario (PARO), Canadian Residency Matching Services (CaRMs) is preferred
• Verbal and written communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Strong mathematical and analytical skills to complete accurate calculations with the ability to synthesize sizable amounts of detail/data and reports and present information and materials to different audiences
• Demonstrated ability take initiative, to work independently and follow through on work assignments
• Ability to apply active listening to hear and understand the complete message being communicated
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• 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 multi-task and maintain an organized and effective personal work environment
• 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
• Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. Picture Archiving and Communication Systems (PACS), Elentra, One45, and Acuity STAR, video conferencing software and web-based programs, Cascades, PeopleSoft
• Ability to work independently and effectively as a member of the team to achieve department goals
• Valid driver’s license with access to a vehicle to travel within the city outside of regular business hours

The Program Assistant is responsible for supporting the effective and efficient administration of specialty residency programs in the Department of Clinical Neurological Sciences, which includes the Competency Based Medical Education (CBME), also known as the Royal College of Physicians and Surgeons’ Competency By Design (CBD) system, which is being phased in over a five year period. The Program Assistant will also coordinate undergraduate medical education activities for the subspecialty assigned and provide related support for accreditation processes within the Department of Clinical Neurological Sciences. The Program Assistant will provide administrative support and will act as a first point of contact and resource for all inquiries for the Program Director, faculty members, leaders, staff and residents, providing information regarding the residency program(s), evaluations, examinations and related requirements, regulatory, CaRMS process, educational and accreditation bodies and University and departmental policies and procedures. The role will contribute to ongoing refinement of program processes and procedures, to provide administrative assistance to leaders in the coordination of data collection, organizes the development of online assessments and evaluation tools and supports the planning and coordination of various complex schedules and evaluations using specialized software. The Program Assistant provides coordination of information and logistics for accreditation, and the preparation of statistical and qualitative data, reports and presentations for review for internal and external stakeholders.