Program Assistant

Hours per Week: 35

Salary Grade: Level N

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.

The Department of Anatomy & Cell Biology's vision is to be a global leader in integrating knowledge creation and dissemination to change how anatomy, cell biology and neurobiology research and teaching is done. Our mission is to champion and enhance innovation in education and research; inspire and empower the next generation of students; broaden community engagement; and create new partnerships to attract and produce the best faculty, staff and students.

The Program Assistant coordinates the effective and efficient administration of the undergraduate and graduate programs within the Department of Anatomy & Cell Biology, under the direction of the Manager, Administration and Finance. The role will provide a first point of contact, by telephone, email and in-person, for inquiries and will provide information to students on matters related to the undergraduate and graduate programs from the time of inquiry through application, admission, orientation, program requirements, eligibility and progression, course selection, examination and post-graduation. The Program Assistant will act as a resource for faculty members, students, prospective students, committees and the public providing accurate advice and guidance regarding University, School of Graduate and Postdoctoral Studies (SGPS) and Departmental policies and procedures. The role will assist with allocating, processing and tracking graduate student funding, creating and maintaining student records, producing course and exam schedules, coordinating scholarship and award processes, and assisting with the coordination of orientation, examinations, intent to register, add/drop, adjudication and recruitment processes and events as required. The Program Assistant contributes to ongoing refinement of program processes and procedures and generates data and reports for review.

Education:

• 3 year community college diploma with a major in Business Management/Administration

Experience:

• More than 2 years and up to and including 4 years' experience providing financial and administrative support and customer service in an academic environment
• Experience administering undergraduate and/or graduate programs in an academic environment is 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
• 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, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, GradNet
• Familiarity with academic calendar and programs offered at Western 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

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.