Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level M

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

Experiential Learning is crucial to the program operations at Ivey Business School. Experiential Learning makes a significant contribution to the School’s learning experiences and has recently completed a period of significant growth.

Responsibilities

The Program Assistant will contribute to the efficient running of the office by performing a range of administrative tasks in accordance with policies and procedures. The role will be part of a two-person team that staffs the reception desk, Ivey Programs, Career Management, Student Experience, and Recruitment & Admissions. They will also provide administrative support for the experiential learning team program coordinators and Associate Director, Experiential Learning. The role will assist with data entry, expense reconciliation, exchange agreement review, report generation, general inbox/email monitoring and response, and event logistics support.

Qualifications

Education:

• 2-year Community College Diploma in Business Management/Administration required;
• 4-year Bachelor’s Degree preferred

Experience:

• 2 years’ of administrative experience in an external client facing and customer service capacity, preferably in an academic setting supporting student academic programs
• Experience performing data entry would be an asset

Knowledge, Skills & Abilities:

• Knowledge of online tools such as OWL, LMS and program design techniques including program needs assessment and data collection
• Proven track record in providing superior student-facing customer service in a hectic, professional and client-centric university environment
• Proven ability to work effectively and accurately in an interruptive environment
• Demonstrated ability to utilize mature and professional judgment to identify problems, make independent decisions and assess when to escalate to appropriate resources
• Proven ability to successfully plan events and manage projects independently; ability to organize own work effectively, to multitask and to meet demanding and changing deadlines
• Knowledge of confidentiality and privacy legislation and ability to maintain confidentiality
• Demonstrated exceptional interpersonal and communication skills, both verbal and written
• Proactive planning and problem-solving skills essential
• Ability to take initiative and work cooperatively and independently within a small team environment
• Strong aptitude to learn new technology including web-based technology
• Ability to work within a flexible schedule to accommodate Ivey’s events and activities with a willingness to travel locally to participate in Experiential Learning events
• Knowledge of general office procedures
• Written and verbal communication skills to express ideas clearly, and adapt communication style to suit the situation and audience
• Computer skills with the ability to learn and use software programs
• Basic computer skills in Microsoft Office Suite
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to follow formal business practices with high attention to detail
• 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, students and the public
• Demonstrated ability to understand and resolve external and internal partner issues
• Ability to work independently and effectively as a member of the team to achieve department goals
• Ability to work in a manner that is compliant with confidentiality requirements

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.