Administrative Specialist

2 weeks ago

London, Canada Western University Full time

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

Salary Grade: 14

**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 Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment, where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on campus and employs over 2,000 part-time and full-time faculty and over 1,200 staff.

**Responsibilities**:
The Administrative Specialist will provide a wide range of administrative and operational support to the Dean of the Schulich School of Medicine and Dentistry. The role will act as a first point of contact for internal and external contacts of the Dean and will review and evaluate requests, inquiries and issues directed to the Dean, and respond, refer to another resource, or escalate as appropriate. The Administrative Specialist will manage the Dean’s calendar, determining priorities, organizing, and approving meetings, event attendance and making any necessary travel arrangements. The role will also conduct research and analysis to make recommendations, prepare briefing notes and coordinate projects within their immediate office, and will provide support for financial and communications functions within the Office of the Dean. The Administrative Specialist will monitor and evaluate current administrative processes and make recommendations regarding the development and implementation of new and revised processes to support continuous improvement and the use of best practices. In addition, the role will provide guidance to other administrators in the division, offering support on various administrative processes to ensure that the School is supported effectively.

**Qualifications**:

- Education:
- Undergraduate Degree in Business Administration, Public Administration or related field
- Experience:
- 5 years' administrative experience supporting a senior leader in a large, complex office environment
- Experience within a public administration or related environment interpreting policies preferred
- Knowledge, Skills & Abilities:
- Knowledge of general office procedures and with best practices for assessing, developing and implementing new business processes and procedures
- In-depth knowledge of best practices for handling sensitive and confidential information and with best practices in records maintenance
- Familiarity with project management methodologies
- Communication skills to clearly express ideas in an objective manner, write clearly, and adapt communication style to suit the situation and audience
- Detail-oriented with an ability to function and process information with high levels of accuracy
- Ability to perform duties in a professional, collegial and courteous manner, while producing high quality work outcomes
- Commitment to ongoing professional development with a desire to take on new challenges
- Ability to remain highly motivated, resilient, innovative, and collaborative when faced with challenges
- Intermediate computer skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Possess a reputation for resourcefulness with a strong sense of accountability and initiative
- Influential interpersonal skills that build positive and strong relationships at all levels of the organization
- Organizational skills to manage multiple assignments that are accurate and thorough, sometimes of a complex nature or involving competing priorities
- Problem solving skills with a sense of urgency in resolving issues and getting tasks completed
- Ability to delegate work and provide team members with clear direction and support in meeting their objectives

**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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