Program Assistant I

Classification & Regular Hours

Hours per Week: 35

Salary Level: M

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 mission of the Department of Biology is to “foster scientific discovery through research and advancement of the understanding, critical evaluation, and application of biological concepts”.

This mission statement encompasses the major foci within the department, namely scientific research, graduate, undergraduate and public education. Within the next four years the Department seeks to find a better working balance between the development and strengthening of its research enterprise and the maintenance of its strong undergraduate program. In parallel with this, the Department seeks to enhance and strengthen its graduate program and make meaningful contributions to existing and future collaborative programs that fall within its sphere of influence and interest. This encompasses the delivery of much larger enrollment in 1st and 2nd year courses, due to the expected increase in Medical Science students taking those Biology courses.

Responsibilities

The Program Assistant provides effective and efficient course administration support and graduate program support within the Department of Biology. The role provides a first point of contact for all inquiries and provides information to students regarding application and admission processes, orientation to the program, program eligibility, program progression, course selection, examinations and graduation requirements. The Program Assistant acts as a resource for faculty members, students, prospective students, parents, and the public providing guidance regarding University, School of Graduate and Postdoctoral Studies and departmental policies and procedures in response to inquiries, providing referrals to other individuals or resources as required. The role supports the planning and coordination of exam processes, facilitates graduate funding processes, assists with creating and maintaining student and program records, and provides administrative assistance for committees.

Qualifications

Education:

• 2 year Community College Diploma in Office Administration or related field

Experience:

• 2 years of experience providing administrative support and customer service 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 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 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, correspondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market
• Familiarity with academic calendar and programs offered at Western preferred
• Familiarity with Western policies and guidelines preferred

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.