Administrative Assistant

2 weeks ago

London, Canada Western University Full time

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

Salary Grade: Level N

Please note, this is a temporary full time opportunity, covering a leave, with an anticipated end date of April 30, 2024.

**Secondments are Welcome**:
Click here for more details on secondment opportunities.

**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 mission of the School of Graduate and Postdoctoral Studies (SGPS) is to support Faculties and programs in providing high quality, innovative graduate programs, attracting
high quality graduate students and postdoctoral trainees, and expanding graduate education and graduate professional development at Western. The professional staff serve as a comprehensive resource on graduate matters, accountable to all graduate programs and students.

**Responsibilities**:
The Administrative Assistant provides administrative support for two Associate Vice-Provosts (AVPs) and coordinates the day-to-day operations of the School of Graduate and Postdoctoral Studies related to administrative, financial, human and information resources in collaboration with the Director of Administration. The role manages busy calendars for the AVPs, ensuring effective scheduling, and administers human resources and financial processes in accordance with all policies, procedures and timelines. The Administrative Assistant also supports event coordination and assists with the preparation and distribution of correspondence to internal/external stakeholders as required.

**Qualifications**:

- Education:
- 2 year Community College Diploma in Business Management/Administration
- Bachelor’s Degree preferred

**Experience**:
- 4 years of experience providing financial, human resources, administrative support to a Senior Leader(s) in an academic environment
- Experience working in a graduate education environment 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
- 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
- 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
- Adapts readily and effectively to changing priorities and demands
- 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, financial reports, and to input departmental data into spreadsheets and databases

**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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