Program Assistant

at  Western University

ABOUT US

The Department of Mechanical & Materials is one of four departments in the Faculty of Engineering. Faculty and staff in the department support and foster the educational and research pursuits of undergraduate and graduate engineering students, while providing the best student experience.

QUALIFICATIONS

Education:

• 3 year community college diploma in Business Management/Administration
• Bachelor’s degree preferred

Experience:

• 2 years of experience providing administrative support and customer service; preferably in an academic environment

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, correpsondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market, specialized scheduling software
• Familiarity with academic calendar and programs offered at Western preferred
• Familiarity with Western policies and guidelines preferred

The Program Assistant will provide a broad range of services to the Department of Mechanical and Materials Engineering, under the direction of the Administrative Officer, supporting the effective and efficient administration of the undergraduate and MEng programs for department, ensuring adherence to program standards. The role works as a front-line contact for all faculty members, staff, students, parents, and the public within the Department office, professionally representing the Department and the Faculty of Engineering while providing guidance regarding Faculty/Program, and University procedures in response to inquiries, providing referrals to other individuals or resources as required. The Program Assistant will be the primary contact for accepted undergraduate and MEng students in the department throughout their studies and will assist the related Associate Chairs with program functions.