Program Assistant

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level M
Please note, this is a 1-year contract covering a leave.

ABOUT US

The School of Health Studies is a diverse community of students and professors committed to improving human health around the globe. The mission of the School is to nurture the creativity, curiosity and critical thinking of tomorrow’s global leaders, through transformative interdisciplinary research, education and knowledge mobilization. Delivering an undergraduate program, the School of Health Studies focuses on streams of studies including: Health Sciences, Health and Aging, Health Promotion, Biology, and Rehabilitation Sciences.

QUALIFICATIONS

Education:

• 2-year Community College Diploma in Administrative or Business Studies

Experience:

• 3 years of experience providing administrative support and customer service in an academic setting required
• Experience providing front line support to graduate or undergraduate students preferred

Knowledge, Skills & Abilities:

• Knowledge of University academic policies and procedures and on-campus services/supports preferred
• Familiarity with the Registrar’s Office and processes 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
• Strong attention to detail and ability to process information with high levels of accuracy
• 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. PeopleSoft, OWL
• Demonstrated ability to work independently and 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 the public
• 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

Under the direction of the School Director and the Manager of Operations & Finance, the Program Assistant provides program information and administrative support for the undergraduate program in the School of Health Studies. Acting as a resource for faculty members, staff and students, the Program Assistant provides program support to the School and Director for all school events, (such as School Council/Retreats and Public Lectures), front desk support and daily office administration including but not limited to newsletters, supply ordering, LMS support and coordination of weekly paid employees/volunteers. Serves as a first point of contact to provide information about general school related questions.
The Program Assistant supports the Undergraduate program via the Academic Advisors by triaging academic advising appointments, and collating information where required for academic advising appointments. This role responds to various general inquiries related to undergraduate programing via SHS Live Chat and coordinates the weekly student newsletter. The Program Assistant role is also used to backup both the Administrative Assistant and Undergraduate Program Assistant when absent.