Program Assistant

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level N
Please note: This is a temporary role, covering a secondment, with a contract end date of May 12, 2025.

ABOUT US

The Department of Visual Arts provides the best student experience in the field of art among North America’s leading Universities.

QUALIFICATIONS

Education:

• 3 year Community College Diploma in Business Management/Administration

Experience:

• 2 years of experience providing financial and administrative support; preferably in an academic setting
• Experience administering undergraduate and/or graduate programs in an academic setting is 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, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, GradNet
• Familiarity with academic calendar and programs offered at Western preferred
• Familiarity with Western policies and guidelines preferred

The Program Assistant coordinates the effective and efficient administration of the undergraduate and graduate programs within the Department of Visual Arts, under the direction of the Department Manager. The role will provide a first point of contact, by telephone, email and in-person, for inquiries and will provide information to students on matters related to the undergraduate and graduate programs from the time of inquiry through application, admission, orientation, program requirements, eligibility and progression, course selection, examination and post-graduation. The Program Assistant will act as a resource for faculty members, students, prospective students, staff, and the public providing accurate advice and guidance regarding University, School of Graduate and Postdoctoral Studies (SGPS) and Departmental policies and procedures. The role will assist with allocating, processing and tracking graduate student funding, creating and maintaining student records, producing exam schedules, coordinating scholarship and award processes, maintaining and updating program websites, and assisting with the coordination of orientation, intent to register, add/drop, adjudication and recruitment events as required.