Administrative Assistant
2 months 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 Department of Surgery is a diverse city-wide clinical academic department comprised of eight divisions: Cardiac Surgery, General Surgery, Orthopaedic Surgery, Paediatric Surgery, Plastic & Reconstructive Surgery, Thoracic Surgery, Vascular Surgery, and Urology. The department has over 100 surgeons and scientists, one basic science graduate degree program, and seven Royal College academic training programs enrolling over 160 trainees.
**Responsibilities**:
Reporting to the Manager, Administration & Finance, the Department of Surgery Administrative Assistant - Information Resources is the primary resource for use of the electronic activity reporting (web-based) system by faculty, Division Administrative Assistants (8), and medical secretaries (85). The role will assist with ensuring the accuracy, validity, and timeliness of electronic reporting that directly affects faculty appointments and affects Departmental funding allocations from the Schulich School of Medicine & Dentistry. The role has primary responsibility for all internet and print publications of the Department. This position will also coordinate all activities associated with the promotion process for faculty/clinicians.
**Qualifications**:
- Education:
- 3-year community college diploma in Business Management/Administration, Graphic Design, Marketing and Communications, or related field
- Experience:
- 3 years' experience developing print and web materials and in website maintenance
- 3 years' experience working with complex academic data
- 3 years' experience drafting reports and articles (for newsletters, news feeds, etc.)
- 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 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 multi-task and maintain an organized and effective personal work environment
- Ability to summarize information and disseminate to others effectively in a timely manner
- Adapts readily and effectively to changing priorities and demands
- Attention to detail and proofreading abilities
- 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
- Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, financial reports, grant submissions, input departmental data into spreadsheets and databases
- Intermediate proficiency with graphic design programs such as InDesign, PhotoShop, etc.
**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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