Administrative Assistant

5 months ago

London, Canada Western University Full time

**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**:

- caliber future students with a focus on groups that are underrepresented in engineering (i.e. women and BIPOC).

**Responsibilities**:
The Administrative Assistant (Outreach and Recruitment) provides support for a variety of administrative tasks, which ensure effective and efficient outreach and 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 in regard to 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 outreach and recruitment events and meetings, assisting with data collection and reporting, and assisting with coordination of special projects as required.
- Serves as the point of contact for transfer students and triages according to internal workflow guidelines; provides assistance to Undergraduate Services, the Assistant Dean, First Year Studies and engineering departments administratively processing transfer student requests, and updates the transfer credit management system once decisions have been made about equivalent courses
- Serves as a point of contact for various outreach and recruitment administrative inquiries, responding or referring to the appropriate resources as appropriate, using discretion to escalate concerns to program coordinators, as required.
- Supports the planning and coordination of logistics for outreach and recruitment events (e.g. Ontario Universities Fair, Fall Preview Day, March Break Open House, FIRST Robotics, Workshops and Summer camp), including obtaining quotes for venues, ordering catering, developing timelines and schedules, etc. (Over 10 events planned per year; Attendance at events ranges from approximately 10-2000 participants/attendees)
- Gathers information and collates data in order to develop and maintain spreadsheets; generates reports for both the Manager of Outreach and Recruitment (e.g., preparing survey results, confirmation rates of events, enrollment data, etc.)
- Supports admissions-specific activities, including CONNECT reference checks, distribution and tracking of admission files between either the Manager of Outreach and/or the Manager of Recruitment, and the central admissions office, and communication with admissions office staff
- Schedules meetings for committees, leaders and other stakeholders (e.g. recruitment committees, national scholar interviews with leaders), including booking rooms, preparing agendas, meeting materials, taking minutes, following up on action items, and providing other related assistance as required
- Maintains notice boards, directory boards, web listings and mailing lists as required
- Prepares, maintains, and monitors online information for leaders, committees, outreach and recruitment websites or other shared server space as required
- Provides support for the coordination of special projects as required

**Qualifications**:
**Education**:
- 2 year Community College Diploma in an administrative field

**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

Preferred:
- Experience providing administrative support in an academic environment
- Experience with statistics is considered an asset

Skills, Abilities & Expertise:
- 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,

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