Administrative Assistant

7 months ago


London, Canada Western University Full time

**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**:
Facilities Management is responsible for the planning, development, engineering, construction, operation, maintenance, and stewardship of all the buildings, infrastructure, sites, and services within Western's campus community. Our integrated team provides excellence in creating and maintaining Western’s facilities and in serving the community. Our vision is to be recognized as the leader in facilities management among research-intensive universities worldwide.

**Responsibilities**:
The Administrative Assistant is an integral part of the Facilities Development & Engineering (“FDE”) team and is responsible for the organization and coordination of administrative and financial operations and procedures for the Director, Capital Projects and the Director, Facilities Planning & Design, and other staff members within the FDE portfolio. The role is accountable for ensuring that the administrative and fiscal functions are well managed, and efficient, and result in outcomes that contribute to the University's mission.

**Qualifications**:
**Education**:

- 2 year community college diploma in Business Management/Administration

**Experience**:

- 4 years experience providing financial and administrative support to a senior leader in a customer focused office setting
- Experience working in a University setting or relevant industry to Facilities Management

Knowledge, Skills & Abilities:

- 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
- Ability to follow formal business practices with high attention to detail
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- 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
- Ability to summarize information and disseminate to others effectively in a timely manner
- Ability to work independently and effectively as a member of the team to achieve department goals
- Adapts readily and effectively to changing priorities and demands
- Attention to detail and proofreading abilities with an excellent command of the English language
- Competency to maintain confidentiality and treat sensitive information with discretion
- 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**:
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**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.



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