Administrative Assistant
5 days ago
**Classification & Regular Hours**:
Hours per Week: 35
Salary Grade: 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 Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of six Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy and Communication Sciences and Disorders), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centres. The Faculty has more than 3,200 undergraduate students and more than 800 graduate students (200 PhD students).
Western's School of Occupational Therapy believes in the transformative power of occupation. Through a commitment to social justice, social inclusion, and health and wellbeing, faculty members and students engage in teaching, research and learning that creates positive change locally, nationally and internationally.
Teaching and research in the School of Occupational Therapy is enhanced through a network of international and interprofessional collaborations that broadens the understanding of occupation and motivates students impact the world at individual and societal levels.
**Responsibilities**:
The Administrative Assistant supports a variety of administrative processes to facilitate the smooth and effective operations of the School of Occupational Therapy and to support the Director in carrying out their leadership role. The Administrative Assistant serves as a resource and as the first point of contact for faculty members, staff, committees and other stakeholders in regard to administrative matters, answering or re-directing inquiries as appropriate. The Administrative Assistant coordinates various financial transactions, supports administrative human resources process including keying payroll and assisting with arranging logistics for collective agreement processes, assists with grant administration, and coordinates building and facilities management processes. The Administrative Assistant will perform a range of tasks ensuring that deadlines and schedules are met, including coordinating meetings, facilitating the preparation and distribution of correspondence to internal/external stakeholders, and arranges for orders for supplies and arranges for access to technology and physical space. The role will also manage the busy calendar of the Director, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance.
**Qualifications**:
- Education:
- 2 year community college diploma with a Major in Business Management/Administration
- Experience:
- 4 years' experience providing financial, human resources, administrative support to a senior leader in a business office setting
- Experience supporting faculty collective agreement processes preferred
- Knowledge, Skills & Abilities:
- Knowledge of financial and human resources principles and legislation
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Ability to establish rapport with people from diverse backgrounds
- Personable and courteous in working relationships with colleagues, students and the public
- 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
- Attention to detail and proofreading abilities with an excellent command of the English language
- Critical thinking skills to analyze problems, and collect information required to make an accurate conclusion
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Demonstrated ability to understand and resolve external and internal partner issues
- Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, financial reports, grant submissions, input departmental data into spreadsheets and databases
**Union Statement**:
**Western Values Diversity**:
**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.
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