Administrative Assistant

3 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**:
**Responsibilities**:
The Administrative Assistant provides support for a variety of administrative tasks, which ensure effective and efficient student recruitment efforts within the Faculty of Engineering. The role serves as a resource and point of contact for potential students, parents, teachers, guidance counsellors, faculty and staff members, committees, and other stakeholders regarding administrative matters for the unit, answering or re-directing inquiries as appropriate. The Administrative Assistant performs a range of tasks ensuring that deadlines and schedules are met, such as coordinating planning and logistics for recruitment events and meetings, assisting with data collection, reporting, and assisting with coordination of special projects as required.

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

- 2 year Community College Diploma in Business/Office Administration
- Undergraduate Degree preferred

**Experience**:

- 2 years of experience providing event and project planning and coordination as well as providing administrative support to a senior leader in a business office setting
- Experience providing administrative support in an academic environment preferred
- Experience performing data visualization techniques in Excel to transform datasets into insightful visuals for informed decision making preferred
- Experience with statistics is considered an asset

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 discern between levels of confidentiality, maintain confidentiality and treat sensitive information with discretion including maintaining confidential records and data
- Ability to establish rapport with people from diverse backgrounds including demonstrated ability to build rapport with students in an academic setting
- 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 collect, track and collate data into reports to assist others in making appropriate decisions and recommendations
- 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
- Familiarity with academic calendar and programs offered at Western preferred
- Familiarity with Western policies and guidelines preferred

**Union Statement**:
**Background Checks**:
Please note, successful applicants may be required to produce current record check(s) (e.g. vulnerable sector, criminal record and police information) from a police service prior to commencing employment.

**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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