Program Assistant (Clinical Placements)

at  Western University

ABOUT US

The Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of soon to be seven Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy, Communication Sciences and Disorders and Foods and Nutritional Sciences), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centres. The Faculty has more than 4,000 undergraduate students and more than 900 graduate students (200 PhD students).
The Arthur Labatt Family School of Nursing will educate nurses who are reflective practitioners and provide recognized leadership in nursing theory, research, practice, inter-professional health teaching and learning, and policy advancements.

QUALIFICATIONS

Education:

• 3 year community college diploma in Business Management/Administration
• Undergraduate University degree in Business or related field is preferred

Experience:

• 3 years’ experience providing administrative support and customer service
• Experience working with large data sets in an administrative support role
• Previous experience working with large data sets and specialized clinical placement software in a higher education institution preferred
• Previous experience working in a role related to student clinical placements is preferred

Knowledge, Skills & Abilities:

• Familiarity with academic calendar and programs, undergraduate cycle, program and academic policies and procedures at Western preferred
• Advanced skills in Excel, Word (Microsoft Office), Adobe Acrobat
• Experience using Microsoft SharePoint and Qualtrics
• Proficiency in working with large data sets/databases using specialized software
• Strong attention to detail and ability to process information with high levels of accuracy
• Knowledge of University academic policies and procedures and on-campus services/supports preferred
• Ability to understand student needs and expectations and provide excellent customer service directly and indirectly to satisfy expectations in person, via email and phone
• Excellent verbal and written communication skills, tact, discretion, and confidence dealing with all levels of the organization
• Familiarity with software applications used by Western preferred – e.g. PeopleSoft, OWL
• Demonstrated ability to work independently, take initiative, and follow through on work assignments
• Ability to multi-task and maintain an organized and effective personal work environment
• Personable and courteous in working relationships with colleagues, faculty members, students, and partner agencies
• Ability to work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Professional manner, tact, diplomacy and discretion in dealing with associates and colleagues including senior management

The Program Assistant is a part of the Clinical Practice Unit that ensures that students have a positive placement experience. The Clinical Placement Unit in the School of Nursing oversees over 2,000 undergraduate and graduate student clinical placements per year.
Under the direction of the Manager, Operations & Finance, the Program Assistant (Clinical Placements) provides expertise in data management and administrative support for undergraduate and graduate student clinical placements at partner agency and institution sites across southwestern Ontario and beyond. The Program Assistant will be responsible for systems administration, data management, and reporting (using specialized software); evaluation, forms, and survey management and reporting; and providing general administrative support. The Program Assistant will ensure that systems are maintained to ensure strong relationships with our partner agencies and that all confidential information is up to date and reflects the current clinical placements and associated information.