Administrative Assistant

Classification & Regular Hours

Hours per Week: 35

Salary Level: N

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

The Schulich School of Medicine and Dentistry is home to the Doctor of Medicine (MD) and Dental Science (DDS programs (respective 4-Year professional degrees), as well as prestigious Postgraduate Medicine and Dental programs. Additionally, in collaboration with Western’s Ivey School of Business and the Faculty of Health Sciences, Schulich’s inter-faculty Master of Public Health Program offers a Master’s Degree in Public Health, while also offering an undergraduate Bachelor of Medical Sciences (BMSc) Program in partnership with the Faculty of Science and MSc and PhD Graduate Programs, in both the Basic and Clinical Sciences.

The Medical Education portfolio at the Schulich School of Medicine & Dentistry is comprised of nine programs and is integral to Schulich’s mission of providing outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians learn to be socially responsible leaders in the advancement of human health locally, regionally, and globally.

Responsibilities

The Administrative Assistant is one of two positions that provides ongoing administrative support for the activities associated with Medical Education, including Undergraduate Medical Education, and Postgraduate Medical Education. The role supports the Vice Dean, Medical Education, Director, Medical Education, Associate Dean, Postgraduate Medical Education (PGME), Manager, Postgraduate Medical Education, Associate Dean Undergraduate Medical Education (UME), Manager, Undergraduate Medical Education and their corresponding portfolios. The Administrative Assistant contributes to the effectiveness of the Medical Education Portfolio, including the PGME and UME offices by coordinating administrative aspects of all matters related to activities and responsibilities including scheduling meetings, coordinating logistics for travel, providing committee support, preparing documents and presentations, and processing various financial transactions and reconciliations. The Administrative Assistant will act as a key resource to all members of the Schulich Decanal team (Vice Deans, Associate Deans, Assistant Deans), Education Program Managers (and their teams) and internal and external School stakeholders, responding, preparing and distributing communications materials and correspondence as required.

Qualifications

Education:

• 2 year community college diploma in Business Management/Administration
• Undergraduate degree in Business Administration, Public Relations or related field preferred

Experience:

• 3 years of administrative experience supporting a senior leader in a complex office environment
• 5 years of administrative experience supporting a senior leader in a healthcare, post-secondary or public sector environment preferred

Knowledge, Skills & Abilities

• Advanced computer skills in Microsoft Office (Word, Excel, and PowerPoint), Adobe, and with Content Management Systems (Cascade preferred)
• Exceptional organizational skills and the ability to manage activities both for self and others effectively
• Ability to establish and build healthy working relations and partnerships with internal and external stakeholders
• Excellent verbal and written communication skills and confidence dealing with all levels of an organization
• Judgment, analytical and problem solving skills with a consultative and collaborative approach to addressing issues and opportunities
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• A strong record of teamwork with the motivation and demonstrated ability to work independently and take initiative and follow through on work assignments
• Ability to perform duties in a professional and courteous manner and produce high quality work while meeting deadlines
• Ability to work under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Strong attention to detail and proofreading abilities with an excellent command of the English language
• Ability to work in a manner that is compliant with confidentiality requirements
• Knowledge of Western and the Schulich School of Medicine & Dentistry policies and procedures preferred
• Knowledge of Western administrative policies and procedures, Western Financial Services, Privacy legislation, the Schulich organization structure, departments, and committees preferred
• Knowledge of education programs, admission criteria, and the appeals process preferred 
• Ability to work outside of regular hours when needed

Union Statement

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process.  If you require accommodations for interviews or other meetings, please contact Human Resources or phone 519-661-2194.

Please Note:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.