About the role
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level N
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 Department of Psychology’s mission is pursuit of excellence in teaching, research and service, which aligns with Western’s mission of providing the best student experience among Canada’s research-intensive universities.
Responsibilities
As an integral member of the Department of Psychology’s administrative team, the Program Assistant reports directly to the Administrative Officer, taking direction on academic matters from the Undergraduate Program Chair, Graduate Program Chair, Director of the Clinical Graduate Training Program, Clinical Practicum Coordinator and Department Chair. The Program Assistant exercises initiative and judgment in the performance of tasks related to the position and has primary responsibility for the provision of administrative support of undergraduate, graduate and clinical training programs, ensuring the efficient operation of academic and administrative processes, serving as a primary resource for faculty, staff, students and visitors. The role manages program and student records, maintains databases and coordinates processes related to clinical practica, clinical supervision and student evaluations, and undergraduate academic matters such as grade and course outline submission, appeals and academic integrity cases. The Program Assistant coordinates the course and instructor evaluation process as well as undergraduate midterm, final, special and accommodated exams, and under course timetables. The Program Assistant manages proctor scheduling and compliance reporting. The role also involves event coordination, preparation of reports and documentation for department stakeholders, and ensuring accurate and timely updates to departmental webpages and intranet content. The Program Assistant works collaboratively with all members of the Department to meet institutional deadlines, uphold academic standards, and advance the Department’s strategic priorities, ensuring clear and consistent communication regarding its academic programs.
Qualifications
Education:
- 3 year university bachelor’s degree in Business Administration, Psychology or a related field
Experience:
- 3 years of experience providing administrative support and guidance to students in a post-secondary environment with a customer service focus
- Experience working with both undergraduate and graduate students is preferred
- Experience in Access, PeopleSoft HE, Extranet, SONA, Time2track would be an asset
Knowledge, Skills & Abilities:
- Proven ability to interact and provide guidance to students with their academic progress
- Proven ability to use student academic records as a tool to determine academic advice
- Proven perceptive interviewing/communication/analytical skills required to explain rather than dictate program and university policies to students
- Intermediate level skills in Microsoft Office (e.g., Outlook, Word, Excel, PowerPoint, Access, Co-Pilot) and Peoplesoft HE
- Competency to maintain confidentiality and treat sensitive information with discretion
- Willingness and ability to stay abreast of technological developments
- Excellent communications skills presented in a professional, respectful and diplomatic manner
- Exercise cultural sensitivity when dealing with international students
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Demonstrated attention to detail, proof-reading skills; ability to process information with a high degree of accuracy
- Proven ability to function in a team as well as being independent, showing both resourcefulness and initiative
- Demonstrated ability to work in a fast-paced environment with many deadlines, ability to multi-task and maintain an organized and effective personal work environment
- Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
- Creative problem-solving skills with the ability to research/investigate issues and resolve problems
- Initiative to take on new projects and develop more efficient processes
- Adapts readily and effectively to changing priorities and demands
- Knowledge of general office procedures including strategies for records management
- Ability to act independently while demonstrating sound judgement in situations, especially regarding confidential/sensitive matters and to distinguish the situations in which Program Chairs or the Administrative Officer need to be informed
- Demonstrated commitment to ongoing learning and professional development.
- 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 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 Program 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 N
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 Department of Psychology’s mission is pursuit of excellence in teaching, research and service, which aligns with Western’s mission of providing the best student experience among Canada’s research-intensive universities.
Responsibilities
As an integral member of the Department of Psychology’s administrative team, the Program Assistant reports directly to the Administrative Officer, taking direction on academic matters from the Undergraduate Program Chair, Graduate Program Chair, Director of the Clinical Graduate Training Program, Clinical Practicum Coordinator and Department Chair. The Program Assistant exercises initiative and judgment in the performance of tasks related to the position and has primary responsibility for the provision of administrative support of undergraduate, graduate and clinical training programs, ensuring the efficient operation of academic and administrative processes, serving as a primary resource for faculty, staff, students and visitors. The role manages program and student records, maintains databases and coordinates processes related to clinical practica, clinical supervision and student evaluations, and undergraduate academic matters such as grade and course outline submission, appeals and academic integrity cases. The Program Assistant coordinates the course and instructor evaluation process as well as undergraduate midterm, final, special and accommodated exams, and under course timetables. The Program Assistant manages proctor scheduling and compliance reporting. The role also involves event coordination, preparation of reports and documentation for department stakeholders, and ensuring accurate and timely updates to departmental webpages and intranet content. The Program Assistant works collaboratively with all members of the Department to meet institutional deadlines, uphold academic standards, and advance the Department’s strategic priorities, ensuring clear and consistent communication regarding its academic programs.
Qualifications
Education:
- 3 year university bachelor’s degree in Business Administration, Psychology or a related field
Experience:
- 3 years of experience providing administrative support and guidance to students in a post-secondary environment with a customer service focus
- Experience working with both undergraduate and graduate students is preferred
- Experience in Access, PeopleSoft HE, Extranet, SONA, Time2track would be an asset
Knowledge, Skills & Abilities:
- Proven ability to interact and provide guidance to students with their academic progress
- Proven ability to use student academic records as a tool to determine academic advice
- Proven perceptive interviewing/communication/analytical skills required to explain rather than dictate program and university policies to students
- Intermediate level skills in Microsoft Office (e.g., Outlook, Word, Excel, PowerPoint, Access, Co-Pilot) and Peoplesoft HE
- Competency to maintain confidentiality and treat sensitive information with discretion
- Willingness and ability to stay abreast of technological developments
- Excellent communications skills presented in a professional, respectful and diplomatic manner
- Exercise cultural sensitivity when dealing with international students
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Demonstrated attention to detail, proof-reading skills; ability to process information with a high degree of accuracy
- Proven ability to function in a team as well as being independent, showing both resourcefulness and initiative
- Demonstrated ability to work in a fast-paced environment with many deadlines, ability to multi-task and maintain an organized and effective personal work environment
- Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
- Creative problem-solving skills with the ability to research/investigate issues and resolve problems
- Initiative to take on new projects and develop more efficient processes
- Adapts readily and effectively to changing priorities and demands
- Knowledge of general office procedures including strategies for records management
- Ability to act independently while demonstrating sound judgement in situations, especially regarding confidential/sensitive matters and to distinguish the situations in which Program Chairs or the Administrative Officer need to be informed
- Demonstrated commitment to ongoing learning and professional development.
- 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 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 Program 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.