Administrative Assistant

3 weeks ago

London, Canada Western University Full time

**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 Department of Psychiatry is a diverse city-wide clinical academic department at the Schulich School of Medicine and Dentistry. The department encompasses the University, London Health Sciences Centre (LHSC), St. Joseph's Health Care, London (SJHC), London and St. Thomas, and the Child and Parent Resources Institute (CPRI).

The vision for the Department of Psychiatry is to be the acknowledged Centre of Excellence for psychiatric care and discovery in South Western Ontario with a mission to translate clinical research into treatment and provide regional consultation within interdisciplinary models of care. The Department of Psychiatry is comprised of approximately 80 Clinical Academics, 7 Basic Research Scientists, 36 trainees and 12 administrative staff including the Manager, Administration & Finance.

**Responsibilities**:
**Responsibilities**:
The Administrative Assistant is responsible for administrative functions within the Department of Psychiatry. In addition to supporting other areas of the Department, the incumbent will have specific duties and responsibilities related to the following programs and services.
- Extended Campus Program (ECP); Ontario Psychiatric Outreach Program (OPOP)
- North of Superior Psychiatric Services Program
- Distributed Education Network (DEN)
- Appointments and Promotions
- Department Administrative Support
- The Administrative Assistant provides day to day general administrative support to the department including
- Assisting with day to day work assignments.
- Supporting committees
- Coordinating meetings, arranging online meetings, preparing notes and agendas, takes meeting minutes.
- Coordinating and/or assisting with special projects as they arise.
- Assembling data and drafts reports/correspondence, as required.
- Circulating information and maintaining files, correspondence, reports, announcements, etc.
- Assisting in the preparation of all documentation for new appointments or re-appointments for the Extended Campus Program and DEN.
- Recommending budget allocations, and preparing annual reports and budgets for discussion and approval
- The Administrative Assistant is accountable for all revenues and expenses with regard to the Extended Campus Program’s mandate.

**Qualifications**:
**Education**:
- Post-secondary education is preferred

**Experience**:
- One year of experience providing customer service in a business-office setting; experience in a complex environment such as a university or hospital is preferred.

Skills, Abilities & Expertise:
- Demonstrated experience working with complex academic and financial data, preferably in a University or Hospital environment.
- Experience preparing financial reports for an external funder or organization.
- Experience providing administrative support to faculty and/or physicians in an academic health science centre.
- Demonstrated experience in coaching and training others and the ability to convey ideas and concepts to a wide range of users.
- Proven ability to multi-task and prioritize with an eye to consistently producing high-quality work and meeting deadlines in a demanding environment.
- Excellent verbal and written communication skills.
- Influential interpersonal and organizational skills; sensitivity to confidential information; tact and diplomacy.
- Strong customer service skills to handle enquiries and resolve issues in a professional and timely manner.
- High degree of integrity and ability to work independently and with a considerable degree of initiative.
- Excellent problem-solving skills and ability to set priorities and meet deadlines.
- High attention to detail including proof-reading for a high degree of accuracy in content and presentation format.
- Advanced computer skills, Microsoft Office (Excel, Word), Adobe
- Ability and flexibility to travel to all hospital and funder (Ministry) sites and attend meetings outside of regular business hours.
- Ability to work well under pressure and handle multiple conflicting priorities

**Western Values Diversity**:
**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

Note: This position is located at St. Joseph’s Health Centre, Parkwood Institute, Mental Health Building

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