Program Assistant

at  Western University

CLASSIFICATION & REGULAR HOURS

Hours per Week: 35
Salary Grade: Level N
Please note, this is a temporary full-time contract opportunity, covering a secondment, with an end date of December 31, 2025.

ABOUT US

The Faculty of Information and Media Studies (FIMS) Undergraduate Student Services (UGSS) unit, provides a wide-ranging suite of services to support the operations and administration of all undergraduate programs in FIMS in the areas of undergraduate curriculum, student engagement, student recruitment, as well as any initiatives focused on outreach, engagement and retention of future students, current students, and alumni. The unit is responsible for providing high quality academic advising and career services, programs and supports to enrich the quality of the undergraduate student experience in the faculty. We strive for excellence in delivering the best student experience through a student-centric, supportive, caring, accessible and knowledgeable student services environment, helping students design, modify and achieve their academic and career goals, from admission through to graduation.

QUALIFICATIONS

Education:

• 2 year community college diploma
• Bachelor’s degree in media studies, communications, journalism, digital communication, or public relations or related liberal arts field preferred

Experience:

• 2 years experience providing administrative support in a university student services or student affairs environment, with a good understanding of undergraduate policies and procedures
• Experience working within experiential learning activities is an asset

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 to multi-task and maintain an organized and effective personal work environment
• Strong planning and organizational skills with the ability to complete detailed analytics, reports and procedural documentation
• Proficient in developing and executing comprehensive social media strategies, including content creation, scheduling, and engagement tactics, to effectively reach and resonate with target audiences
• Skilled in coordinating events of varying scales, ensuring meticulous attention to detail from inception to execution, while adeptly managing logistics, timelines, and stakeholder communications
• Demonstrated ability take initiative, to work independently and follow through on work assignments and meet time sensitive deadlines
• 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
• Adapts readily and effectively to changing priorities and demands
• Demonstrates personable and courteous interactions with colleagues, faculty, students, and the public, maintaining professionalism with all members of the university community, while adeptly balancing independent work and collaborative teamwork to achieve unit goals
• Demonstrates a proactive approach to staying current with technological advancements to enhance operational efficiencies and effectiveness
• Basic proficiency in Microsoft Office for emails, bookings, Teams, and data management

The Program Assistant provides effective and efficient administrative support to the Undergraduate Programs, contributing to student recruitment, retention, and the faculty’s mission to provide a high-quality student experience. The Program Assistant serves as a resource specialist in multiple areas of student support and services, such as coordinating planning for outreach, recruitment events and career events, assisting with data collection and reporting, assisting with communications for the unit and serves as a resource and point of contact for current and future students, faculty, parents, teachers, guidance counsellors, faculty, staff members, committees and stakeholders to ensure operational excellence. The Program Assistant also provides a vital communication and administrative link with industry and community partners for FIMS Career Services, performing all tasks and logistical functions involved in the administration of the internship process and career-related events, initiatives, and activities.