Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

Please note, this is a temporary full time contract opportunity covering a leave of absence. The expected end date is May 03, 2027.

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

As one of twelve Faculties at Western, The Faculty of Information and Media Studies is dedicated to the advancement of knowledge about media, communications and information technologies. Through teaching and research, the Faculty examines the cultural industries, institutions, and practices that produce news, information and entertainment. It investigates the creation and operation of the technologies of communication and their interactions with individuals and society. The Faculty interweaves theory and practice in professional and scholarly contexts. Strong programs at the undergraduate and graduate levels are linked to the public and private sectors and to community organizations, in an academic environment characterized by interdisciplinarity, collaboration, creative inquiry, and critical thinking.

Responsibilities

In support of the faculty’s mission, the Administrative Assistant (Operations) will work professionally and effectively within the FIMS Deans Office, central to FIMS operations, and a fast paced, critical, and highly confidential office. Reporting to the Director of Operations and working closely with the Dean, Associate Deans and the Dean’s office team (Faculty Affairs Coordinator, Financial Coordinator and Front Office Assistant), the role assists with the day-to-day operations of FIMS and provides administrative, Financial and HR support. The Administrative Assistant (Operations) works closely with the Deans office team to ensure that the tasks and functions of the Dean’s Office are efficiently completed with high standard of output and precision, while working collegially in a high stress environment. As FIMS operates as a non-departmentalized Faculty this staff role is required to know a wide breadth of undergraduate and graduate operations, than would be typical in a departmentalized faculty, making informed consultative decisions that impact a larger group of people.

Qualifications

Education:

• 2 year college diploma in Administrative Studies, Business or a related field
• 3 year bachelor’s degree is preferred

Experience:

• 4 years providing financial, human resources, administrative support to a senior leader in a business office setting
• Experience providing customer service, preferably in an academic setting

Knowledge, Skills & Abilities:

• Knowledge of administrative, financial and human resources principles and legislation
• Superior communication skills to work consultatively in a small team that is set in a busy office which deals with confidential items critical to the Faculty
• Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
• Professional manner, tact, diplomacy and discretion in dealing with associates and colleagues, including senior management
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Verbal communication skills to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience
• Demonstrated ability to take initiative, to work independently and to follow through on work assignments
• Demonstrated ability to research/investigate issues and resolve problems
• Demonstrated experience in event planning and the ability to work within a flexible schedule to accommodate Faculty events and activities
• Ability to apply active listening to hearing and understanding the complete message being communicated
• Exceptional organizational skills and the ability to manage activities both for self and others
• Exceptional patience and focus to complete detailed administrative tasks
• Ability to work independently and effectively as a member of the team to achieve unit goals
• Excellent oral and written communication skills with careful attention to detail and spelling
• Intermediate level skills in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Working knowledge of PeopleSoft Financials, Mustang Market, MS Teams preferred
• Familiar with Western policies and guidelines related to finances, human resources 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:

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