Program Assistant (CPD Coordinator)

at  Western University

ABOUT US

The Department of Psychiatry is a diverse city-wide clinical academic department at the Schulich School of Medicine & Dentistry. The department encompasses the University, London Health Sciences Centre (LHSC) and St. Joseph’s Health Care, London (SJHC), in London and St. Thomas, and has residents at the Windsor Campus.
The vision for the Department of Psychiatry is to be the acknowledged Centre of Excellence for psychiatric care and discovery in South Western Ontario with a mission to translate clinical research into treatment and provide regional consultation within interdisciplinary models of care. The Department of Psychiatry is comprised of 83 Clinical Academics, 6 Basic Research Scientists, and 13 administrative staff.

QUALIFICATIONS

Education:

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

Experience:

• 4 years’ experience providing administrative and event planning support and customer service, preferably for a Continuing Professional Development program
• Experience maintaining websites (including content, layout and design)
• Experience providing administrative support to faculty and/or physicians in an academic health sciences centre preferred

Knowledge, Skills & Abilities:

• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• 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 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
• 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
• Strong mathematical and analytical skills to complete accurate calculations
• Ability to work independently and effectively as a member of the team to achieve department goals
• Intermediate proficiency required in Microsoft Office (in order to prepare emails, correspondence, track program expenditures and to input data into spreadsheets and databases) and with content management systems (such as Cascade) to update and maintain websites
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, Microsoft Access, PeopleSoft, Mustang Market, specialized scheduling software
• Valid driver’s license with access to a vehicle to travel within the city and surrounding communities

Reporting to the Education Coordinator, the Program Assistant provides general administrative to the Department of Psychiatry at the Schulich School of Medicine & Dentistry as well as support for the effective and efficient operation of various specific academic programs including Continuing Professional Development (CPD), the Child and Adolescent Division and Post Graduate Education (including Windsor residents and the Geriatric PGE subspecialty program). The role coordinates logistics for large special events, including various CPD events, contributes to ongoing refinement of program processes and procedures, creates and distributes various communications materials, creates, maintains and updates departmental databases, generates data and reports for review, and maintains and updates program websites. The Program Assistant will act as a resource for committees, internal and external stakeholders providing guidance regarding Program, University, and external regulatory body procedures in response to inquiries, providing referrals to other individuals or resources as required.