Graduate Affairs Assistant II

Western University; London; On-site; CAD 50,000 - 60,000; Full time

Job summary

A leading educational institution in London, Ontario is seeking a Graduate Affairs Assistant to support the administration of graduate programs. This role involves acting as a main contact for queries and providing guidance to students and faculty. A community college diploma is required, along with experience in financial and administrative support. This temporary full-time position offers a collaborative work environment.

Qualifications

• 3 years’ experience providing financial and administrative support.
• Experience in a higher education environment preferred.

Responsibilities

• Support administration of Graduate programs in the Faculty of Education.
• Act as a main contact for queries related to graduate programs.
• Assist with processing graduate student funding.

Skills

Verbal communication

Initiative and independent work

Active listening

Maintaining confidentiality

Building rapport

Positive customer service orientation

Attention to detail

Interpreting University guidelines

Multi-tasking

Problem solving

Strong mathematical skills

Intermediate Microsoft Office proficiency

Education

3 year Community College Diploma in Business Management/Administration

University Bachelor degree

Tools

Microsoft Office (Excel, Word, Outlook)

PeopleSoft

OWL

Adobe Acrobat

Job description

Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

Please note, this is a temporary full time contract opportunity with an expected end date of August 28, 2026.

Secondments are Welcome

Click here for more details on secondment opportunities.

About Western

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.

About Us

The Faculty of Education's mission is to prepare knowledgeable, critical, creative and courageous educators; through our teaching, research and service, we create equitable and just opportunities and outcomes for all individuals and communities.

Responsibilities

The Graduate Affairs Assistant supports the effective and efficient administration of a diverse offering of Graduate programs in the Faculty of Education, and is a member of a team of staff that support the entire application process and current student life cycle which serves a diverse population of graduate students, both domestic and international, on-site and online. The Graduate Affairs Assistant acts as the main point of contact for all queries related to graduate programs and acts as a primary resource for faculty members, providing support and guidance in accordance with policies, procedures and regulation, and for current and prospective students, providing support and counselling from the time of inquiry through application, orientation, program progression, examination and graduation. The role assists with processing graduate student funding processes, contributes to the ongoing refinement of processes and procedures, creates, analyzes and distributes specific program data and reports for review, coordinates logistics for, and participates in, recruitment and orientation events, and assists with marketing material development and website updates.

Qualifications

Education:

• 3 year Community College Diploma in Business Management/Administration required; University Bachelor degree preferred

Experience:

• 3 years’ experience providing financial and administrative support; preferably in a higher education 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 with the capacity to consider issues from the perspective of others
• 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
• Personable and courteous in working relationships with colleagues, faculty members, students and the public
• Judgment and creative problem solving skills with a consultative and collaborative approach to addressing issues
• Strong mathematical and analytical skills to complete accurate calculations
• Intermediate proficiency required in Microsoft Office (Excel, Word, Outlook) in order to prepare emails, announcements, input data into spreadsheets and databases, prepare queries, pivot tables, formulas and conditional formatting
• Familiarity with software applications used by Western preferred (e.g. PeopleSoft, OWL, Cascade, Adobe Acrobat) with the ability to learn new technology
• Ability to work within competing priorities and under the conditions of constant programmatic and policy changes
• Ability and willingness to investigate and suggest unique solutions to problems and situations
• Familiarity with academic calendar and programs offered at Western preferred
• Familiarity with Western policies and guidelines 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:

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