Administrative Assistant

2 weeks ago


London, Canada Western University Full time

**Classification & Regular Hours**:
Hours per Week: 35

Salary Grade: 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**:
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 Administrative Assistant will provide support for a variety of administrative tasks, which support the smooth and effective operations of the Department of Biology. The role will serve as a resource and point of contact for faculty members, staff, students and other stakeholders in regards to administrative matters, answering or re-directing inquiries as appropriate. The Administrative Assistant will perform a range of tasks ensuring that deadlines and schedules are met, such as maintaining specialized databases, arranging for access to technology and physical space, monitoring and ordering office supplies, coordinating meeting and committee logistics, facilitating the preparation of agendas, minutes, letters, and correspondence, and assisting with distribution of mass mailings. The role will also manage busy calendars for one or more leaders, ensuring that meetings are prioritized and scheduled based on time sensitivity and importance, and will support the planning and coordination of various administrative graduate processes and projects, and will sort and distribute incoming and outgoing mail and prepare couriers as required.

**Qualifications**:

- Education:
- 2 year Community College Diploma in Office Administration
- Experience:
- 2 years of experience providing administrative support and customer service in a business office setting
- Experience providing support to faculty, staff, and students in an academic environment is preferred
- 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
- 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 follow formal business practices with high attention to detail
- 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, students and the public
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Ability to work independently and effectively as a member of the team to achieve department goals

**Union Statement**:
**Western Values Diversity**:
**Please Note**:
Effective September 7, 2021, all employees and visitors to campus are required to comply with Western's COVID-19 Vaccination Policy.

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.



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