Program Assistant II (Administrator)

at  Western University

ABOUT US

Western’s Schulich School of Medicine & Dentistry is a leading Canadian centre of outstanding education and research shaping health care for the next generation. The Schulich Dentistry team strives to obtain international recognition through excellence in dental education, research, and patient care. To foster that vision, Schulich Dentistry develops the knowledge and skills in dental professionals to provide exemplary care to the diverse communities that we serve and to influence the future of undergraduate and postgraduate dental education through scholarly inquiry, innovation, and research. The Schulich School of Medicine & Dentistry is the largest Faculty on campus and employs over 2,000 part-time and full time faculty and over 1,000 staff.

QUALIFICATIONS

Education:

• 3 year Community College Diploma in Business Administration

Experience:

• 3 years experience providing administrative support and customer service in a complex academic environment
• Experience coordinating logistics of specialized programs and services

Knowledge, Skills & Abilities:

• Ability to process information with high levels of accuracy
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• 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 work independently and collaboratively in a team environment
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• Demonstrated commitment to ongoing learning and professional development
• Demonstrated ability to apply creativity, innovation and resourcefulness to daily work
• Intermediate proficiency required in Microsoft Office (Outlook, Teams, Excel and Word) in order to prepare emails, correspondence, and to input data into spreadsheets and databases;
• Familiarity with software applications used by Western preferred – e.g. Western Online Learning (OWL), Elentra
• Demonstrated excellent data entry skills with the ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
• Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
• Ability to work in a fluid and challenging work environment with changing deadlines
• Influential interpersonal skills that build positive and strong relationships at all levels of the organization
• Ability to multi-task and maintain an organized and effective work environment
• Exceptional organizational skills and the ability to manage activities

The Program Assistant (Administrator) contributes to the effective and efficient administrative operations of dental education in Schulich Dentistry. There are two Program Assistant roles that report to the Manager or Program Manager of Dental Education and supports the academic leaders within the Dental Education portfolio, including Course Directors/Instructors, Division Chairs, and Associate Directors of Education, Research and Clinics. The Program Assistant is the main point of contact for stakeholder inquiries about the Dentistry programs and is responsible for providing knowledge and guidance in a highly professional and comprehensive manner, ensuring the utmost in accuracy to all inquiries. The role ensures adherence to program standards so therefore must be knowledgeable about the program curricula and dental terminology. The Program Assistant is highly committed to continuously adapting to and improving the programs and administrative efficiencies.