Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level O

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

The central mission of Western Law is to educate students in the core areas of Canadian law, in analytical skills and in effective legal research, writing and advocacy. We will also provide students with opportunities to apply their legal knowledge and to gain experience in group work, dispute resolution, and leadership skills development.

Responsibilities

The Administrative Assistant to the Dean provides support for many diverse and mission-critical functions, including professional administrative support to the Dean and senior leaders in the Office of the Dean in the Faculty of Law. This position is an important link between the Faculty of Law, other University departments, and external bodies (alumni, donors, public, etc.). The role provides confidential support to the Dean and Director, Strategy and Operations and represents the Faculty of Law by providing exceptional, professional front-line service to all faculty, staff, students, visitors, and community representatives. This role serves as a strategic communications partner and trusted ally, proactively managing the Dean's email, composing correspondence that authentically reflects the Dean's voice and priorities, and exercising sound political judgment in navigating complex stakeholder relationships.

The Assistant to the Dean is a key member of the Dean’s team and collaborates regularly with the Dean, Director of Strategy and Operations, and Faculty leaders to be proactive in anticipating needs and establishing priorities for the Dean as well as ensuring that all responsibilities, accountabilities and services are delivered effectively within the Office. The Assistant to the Dean must adhere to the strictest standards of professionalism and confidentiality as the role is entrusted daily with highly confidential and sensitive information. The position manages the administrative responsibilities for the Dean’s day-to-day activities, decanal email accounts, calendar organization and meetings, travel arrangements, high profile event planning, preparing briefing notes, drafting correspondence on behalf of the Dean, and other activities related to the Dean’s work and Western Law events.

Qualifications

Education:

• 3 year University Bachelor’s Degree in Business Management/Administration or relevant discipline required
• Courses, certificates, or other qualifications related to technology skills, and project management would be an asset

Experience:

• 5 years of experience supporting senior leaders and providing proactive and confidential administrative and customer service support in an academic environment required
• Experience planning and coordinating logistics for events and conferences required
• Experience working in an academic unit in a post-secondary institution (University or College) preferred

Knowledge, Skills & Abilities:

• Strong interpersonal skills and diplomacy with demonstrated ability to deal calmly in difficult situations and with difficult people
• Exceptional political judgment and ability to navigate complex academic environments with discretion
• Ability to understand organizational dynamics, anticipate sensitive situations, and act as a strategic ally in managing competing priorities across diverse constituencies
• Strong time management and organizational skills with the ability to prioritize and work under pressure in an interruptive environment with firm deadlines, and constantly changing and conflicting priorities
• Demonstrated ability to identify priorities and respond to them effectively with the ability to plan proactively minimize last minute challenges
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Demonstrated ability to write persuasively in the Dean's voice across various formats and audiences, including faculty, students, alumni, donors, and external partners
• Ability to prepare correspondence and communicate on behalf of senior administrators with strong attention to detail and accuracy
• Advanced computer skills in Microsoft Office suite, including Outlook, Word, PowerPoint, Excel, and OneDrive for document management, file organization, and collaborative workflows
• Familiarity with remote-meeting management and team collaboration software skills (such Zoom, MS Teams, etc.) and with other software applications (e.g., Qualtrics, AI agents, etc.) to efficiently and effectively coordinate priorities of the Dean
• Familiarity with FIPPA legislation with 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
• Ability to work independently and effectively as a member of the team to achieve department goals

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

This position is fully in person, on-site.