Administrative Assistant

4 weeks 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**:
The Department of Psychiatry is a diverse city-wide clinical academic department at the Schulich School of Medicine and Dentistry. The department encompasses the University, London Health Sciences Centre (LHSC), St. Joseph's Health Care, London (SJHC), London and St. Thomas, and the Child and Parent Resources Institute (CPRI).

The vision for the Department of Psychiatry is to be the acknowledged Centre of Excellence for psychiatric care and discovery in South Western Ontario with a mission to translate clinical research into treatment and provide regional consultation within interdisciplinary models of care. The Department of Psychiatry is comprised of approximately 80 Clinical Academics, 7 Basic Research Scientists, 36 trainees and 12 administrative staff including the Manager, Administration & Finance.

**Responsibilities**:
The Administrative Assistant provides administrative and logístical support to the Department of Psychiatry Chair/Chief.The incumbent ensures the smooth management of the Chair/Chief’s office and manages her daily schedule, which requires superior organizational, negotiating, problem solving and time management skills. As the key contact for the Chair/Chief, the Administrative Assistant maintains a customer-service focus while dealing with a high volume of activity that includes complex administrative matters, highly sensitive information and competing priorities pertaining to the University and/or the London Hospitals, and external organizations and individuals.
- The Administrative Assistant provides day-to-day general administrative support to the Department including:
- Managing the Chair/Chief’s complex appointment schedule and calendar
- Scheduling meetings with Department members and/or city-wide health and education partners
- Taking Minutes and preparing Agendas,
- Scheduling, registering and receiving patients, as needed, in support of the Chair/Chief’s clinical practice
- Planning and managing off-site events and meetings
- Other duties as assigned.

**Qualifications**:
**Education**:
- Post-secondary education is preferred

**Experience**:
- Two years of experience providing customer service in a business-office setting; experience in a complex environment such as a university or hospital is preferred.

Skills, Abilities & Expertise:
- Judgment, analytical and problem-solving skills with a consultative and collaborative approach
- Ability to establish and build healthy working relationships with internal and external stakeholders
- Strong customer-service skills, tact and diplomacy to handle enquiries and resolve issues in a professional and timely manner
- High degree of integrity, confidentiality and ability to work independently and with a considerable degree of initiative
- Excellent verbal and written communication skills
- High attention to detail including proof-reading to a high degree of accuracy in content and presentation format
- Advanced skills in Microsoft Office Word, Excel, and PowerPoint, and the ability to set-up and use video conferencing equipment
- Knowledge of medical terminology with proofreading, and editing skills, preferred
- Valid driver’s license with access to a vehicle to travel within the city or surrounding communities
- Knowledge of Western University and the Schulich School of Medicine & Dentistry policies and procedures is preferred.
- Ability to work well under pressure and handle multiple conflicting priorities in a demanding, fast-paced and changing environment

**Western Values Diversity**:
**Please Note**:
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

This position is located at LHSC Victoria Hospital

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