Administrative Assistant IV

WESTERN UNIVERSITY; London; On-site; CAD 42,000 - 54,000; Full time

Job summary

Western University in London, Ontario, is seeking an Administrative Assistant to support the Sociology department’s smooth operations. You will serve as a point of contact for faculty, staff, students, and committees, handling inquiries and coordinating events.

The role includes updating the department website, managing communications materials, and assisting with financial and HR processes. A 2-year diploma in Business Administration and relevant experience are preferred.

Qualifications

• Education: 2 year community college diploma in Business Management/Administration
• Completion of courses in accounting
• Undergraduate Degree preferred

Responsibilities

• Coordinate the departmental colloquium speaker series, meetings, and events.
• Maintain databases and correspond with internal and external stakeholders.
• Update and maintain the Department website and social media platforms.
• Create and distribute communications materials.
• Support financial transactions and research grant administration, HR processes, and space management.

Skills

Communication

Administrative support

Microsoft Office

Web editing

Education

2 year diploma in Business Management/Administration

Accounting coursework

Undergraduate degree preferred

Tools

OWl

Cascade

HTML

Adobe Pro

PeopleSoft

MustangMarket

Job description

Press Control+M to start dragging object

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 Faculty of Social Science is one of the largest and most diverse in Canada with eight core Departments – Anthropology, Economics, Geography and Environment, History, the DAN Department of Management & Organizational Studies, Political Science, Psychology and Sociology—and the interdisciplinary Department of Gender, Sexuality, and Women's Studies (which is also part of Arts and Humanities). Innovative academic programs are offered such as American Studies; Applied Archaeology; Commercial Aviation; Indigenous Studies; International Relations, Migration and Ethnic Relations; Public Administration; and Public History. The Faculty has more than 400 full and part time faculty members, 6,500 undergraduate students, and 680 graduate students; with an alumni network of more than 70,000 graduates living around the globe.

Responsibilities

The Administrative Assistant will provide administrative support for the smooth and effective operations of Sociology. The Administrative Assistant serves as a key resource and point of contact for faculty members, staff, students, committees, and other stakeholders in regard to administrative matters by providing guidance, support, troubleshooting and answering or re-directing inquiries as appropriate. The Administrative Assistant will perform a range of tasks including coordinating the departmental colloquium speaker series, various meetings, and events, maintaining databases, and corresponding with internal and external stakeholders. The Administrative Assistant will update and maintain the Department website and social media platforms and will create and distribute communications materials. The Administrative Assistant provides support for various financial transactions and research grant administration, human resources processes and arranging physical space, furniture, building and facilities management processes and office supplies. The Administrative Assistant ensures tasks are completed in compliance with all of Western’s relevant administrative policies and procedures and the unit’s strategic initiatives.

Qualifications

Education:

• 2 year community college diploma in Business Management/Administration
• Completion of courses in accounting
• Undergraduate Degree preferred

Experience:

• 4 years’ experience providing financial, human resources, customer service, and administrative support, preferably in an academic environment
• Experience supporting faculty collective agreement processes preferred
• Previous experience in web design, development and editing preferred

Knowledge, Skills & Abilities:

• Communication skills to write clearly, and adapt communication style and content for intended audiences in a professional manner
• Knowledge of financial and human resources principles and legislation, and general office procedures including records management systems
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• 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, research/investigate, 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 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, students and the public
• Critical thinking skills to analyze problems, and collect information required to make an accurate conclusion
• Demonstrated ability to take initiative, to work independently, and to follow through on work assignments
• Ability to demonstrate patience and focus to complete detailed administrative tasks
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• 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 formal correspondence, emails, graphics, financial reports, grant submissions, input departmental data into spreadsheets and databases, and web-based editing
• Strong knowledge of software applications used by Western preferred - e.g. OWL, Cascade, HTML, Adobe PRO, PeopleSoft, MustangMarket, videoconferencing, and social media platforms (e.g. Facebook, Twitter, Instagram, YouTube, LinkedIn)
• Familiarity with Western policies and guidelines related to finance, human resources and research and grant administration preferred

Union Statement

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

Western Values Diversity

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 [phone].

Please Note:

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