Program Assistant

Hours per Week: 35

Salary Grade: Level N

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

Ivey's Master's programs consist of approximately 150 MBA and 350 MScM students organized into 6 independent but often inter-related program streams (MBA, MBA Direct, MSc Business Analytics, MSc Digital Management, MSc International Business, MSc International Business/ CEMS). Each stream has separate program progression requirements, core courses, and co-curricular needs. The MBA program is 12 months in duration beginning in March. Business Analytics and Digital Management streams are 16 months in duration starting each September. International Business and International Business-CEMS is also 16 months and starts each January.

The Program Assistant is responsible for supporting the effective and efficient administration of the MBA program within the Ivey Business School, ensuring adherence to program standards and broader University policy. The Program Assistant will provide a first point of contact for all student, staff, and faculty inquiries and will provide information to current and prospective residents/students regarding application and admission processes, orientation, program eligibility, program progression, student placement processes, scheduling of various programs, examinations and graduation requirements. The Program Assistant will act as a primary resource for faculty members, current and prospective residents/students and the public, providing guidance regarding program and procedures in response to inquiries, providing referrals to other individuals or resources as required. The Program Assistant contributes to ongoing refinement of program processes and procedures, develops, creates and distributes various complex schedules using specialized software, creates, maintains and updates specialized departmental databases and generates data and reports for review. The Program Assistant coordinates recruitment and admissions logistics and processes, coordinates logistics for large special events, course evaluation processes and examinations and maintains and updates program websites. This role also provides back-up support to other graduate programs (MSc, MMA and AMBA) as required.

Education:

• 3 year community college diploma with a major in Business Management/Administration
• 3 year Undergraduate Degree in a related field is preferred

Experience:

• 3 years experience providing administrative support and customer service; preferably in an academic environment
• Experience coordinating logistics of specialized programs/services/events; preferably in an academic environment

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
• Ability to apply active listening to hear and understand the complete message being communicated
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• 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 process information with a high degree of accuracy, and follow formal business practices with high attention to detail
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• 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, faculty members, students and the public
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Strong mathematical and analytical skills to complete accurate calculations
• Ability to work independently and effectively as a member of the team to achieve department goals
• Intermediate proficiency required in Microsoft Office in order to prepare emails, course outlines, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market, specialized scheduling software; Software applications used by Ivey preferred - Learn LMS, Salesforce, eZone and IRIS.
• Familiarity with academic calendar and programs offered at Western preferred
• Familiarity with Western policies and guidelines preferred

Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to all qualified UWOSA applicants.

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone

This position is an existing vacancy. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.