About the role
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level M
Please note, this is a 2 year, temporary full time contract opportunity.
Secondments are Welcome
Click here for more details on secondment opportunities.
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
To our patients, we use our expertise to provide the best possible care. To our community, we are responsive to their needs including safe and timely treatment and prevention, and facilitating the development of a health community. To ourselves, we are a faculty that is never satisfied with the status quo; dedicated to continually improving patient care, creating innovative learning opportunities for all learners, and advancing knowledge through research excellence.
The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and rich and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.
We aspire to be a medical community that sets the standard of excellence for patient care, research and learning.
Responsibilities
The Administrative Assistant provides comprehensive administrative and operational support to facilitate the effective and efficient functioning of the Department of Medicine. Reporting to the Associate Director, Administration & Finance, the position supports multiple departmental leaders, committees, and initiatives, and serves as a point of contact for faculty, staff, and external stakeholders on administrative matters. The role contributes to the delivery of departmental programs, meetings, events, and strategic initiatives by coordinating schedules, supporting committee and governance processes, assisting with financial and reporting activities, maintaining records and website content, and providing logistical and administrative support for ongoing programs and courses. The Administrative Assistant supports the coordination of meetings and events, preparation and distribution of materials, monitoring of shared inboxes, and management of documentation and correspondence.
Qualifications
Education:
- 2 year community college diploma in Office Administration, Business Management/Administration or related field
Experience:
- 2 years of experience providing administrative support and customer service in a professional office environment
- Experience working in an academic environment 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 follow formal business practices with high attention to detail including demonstrated ability to ensure data entry, integrity and reporting
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands with flexibility to travel to hospital sites and attend meetings outside of regular business hours as required
- Personable and courteous in working relationships with internal and external stakeholders
- 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, and input departmental data into spreadsheets and databases
- Familiarity with software applications used by Western preferred – e.g. Canva, Cascade and online collaboration tools (e.g., Teams, Zoom)
- 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 519-661-2194.
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.
Not the right fit? Search for Administrative Assistant jobs in London, ON
About Western University
With over 30,000 students and 300,000 alumni, Western is a leading research-intensive university and global community of individuals focused on making change in the world, today.
We welcome scholars from around the world to beautiful London, Ontario.
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About the role
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level M
Please note, this is a 2 year, temporary full time contract opportunity.
Secondments are Welcome
Click here for more details on secondment opportunities.
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
To our patients, we use our expertise to provide the best possible care. To our community, we are responsive to their needs including safe and timely treatment and prevention, and facilitating the development of a health community. To ourselves, we are a faculty that is never satisfied with the status quo; dedicated to continually improving patient care, creating innovative learning opportunities for all learners, and advancing knowledge through research excellence.
The Department of Medicine possesses a strong track record of academic excellence. We attract the best and brightest students, residents, and fellows, because of our excellent faculty and staff, innovative teaching methods and rich and diverse learning experiences in an environment that is supportive and nurturing. Our faculty and trainees are passionate about ensuring the consistent delivery of patient centered care, including safety and quality. We are part of a larger healthcare system that works to deliver the health solutions that people require in London and Southwestern Ontario. The Department of Medicine works closely with academic hospitals, the Southwest Local Health Integrated Network and community physicians and partners to achieve accessible and sustainable healthcare for all.
We aspire to be a medical community that sets the standard of excellence for patient care, research and learning.
Responsibilities
The Administrative Assistant provides comprehensive administrative and operational support to facilitate the effective and efficient functioning of the Department of Medicine. Reporting to the Associate Director, Administration & Finance, the position supports multiple departmental leaders, committees, and initiatives, and serves as a point of contact for faculty, staff, and external stakeholders on administrative matters. The role contributes to the delivery of departmental programs, meetings, events, and strategic initiatives by coordinating schedules, supporting committee and governance processes, assisting with financial and reporting activities, maintaining records and website content, and providing logistical and administrative support for ongoing programs and courses. The Administrative Assistant supports the coordination of meetings and events, preparation and distribution of materials, monitoring of shared inboxes, and management of documentation and correspondence.
Qualifications
Education:
- 2 year community college diploma in Office Administration, Business Management/Administration or related field
Experience:
- 2 years of experience providing administrative support and customer service in a professional office environment
- Experience working in an academic environment 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 follow formal business practices with high attention to detail including demonstrated ability to ensure data entry, integrity and reporting
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands with flexibility to travel to hospital sites and attend meetings outside of regular business hours as required
- Personable and courteous in working relationships with internal and external stakeholders
- 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, and input departmental data into spreadsheets and databases
- Familiarity with software applications used by Western preferred – e.g. Canva, Cascade and online collaboration tools (e.g., Teams, Zoom)
- 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 519-661-2194.
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.
Not the right fit? Search for Administrative Assistant jobs in London, ON
About Western University
With over 30,000 students and 300,000 alumni, Western is a leading research-intensive university and global community of individuals focused on making change in the world, today.
We welcome scholars from around the world to beautiful London, Ontario.