Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level M

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 Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of seven Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy, Communication Sciences and Disorders and Food and Nutritional Sciences), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centers. The Faculty has more than 4,000 undergraduate students and more than 900 graduate students (200 PhD students).

Responsibilities

The Graduate Affairs Assistant (Admissions and School Support) is responsible for supporting the effective and efficient administration of the graduate programs within the Graduate Programs team in the Faculty of Health Sciences under the direction of the Manager, Graduate Programs and Program Development and Graduate Chair/ Assistant Dean.

The Graduate Affairs Assistant will serve as the primary point of contact for inquiries related to the graduate program, graduate students, and associated matters, responding directly or referring inquiries as appropriate. The Graduate Affairs Assistant will support timely and accurate documentation and records management related to student records, admissions processes, course scheduling, course-related, Capstone processes, student handbooks, and other program materials requiring regular updates. The role will also assist with the coordination, logistics, and preparation of materials for webinars, recruitment activities, receptions, on-site residencies, and other program-related events and requirements.

The Graduate Affairs Assistant will provide support and guidance regarding University, School of Graduate and Postdoctoral Studies and Graduate Program school policies and procedures. The role will serve as a backup to the other Graduate Affairs Assistants when required.

Qualifications

Education:

• 2-year Community College Diploma in Administrative or Business studies required

Experience:

• 2 years’ experience providing administrative support and customer service
• Previous experience providing administrative support and customer service in an academic environment is preferred
• Experience providing frontline support to graduate and/or undergraduate students would be an asset

Knowledge, Skills & Abilities:

• Knowledge of general office procedures including records management systems
• Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
• Intermediate proficiency required in Microsoft Office to prepare correspondence, emails and input departmental data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g.BrightSpace, PeopleSoft, Adobe, GradNet, InPlace, Synergy
• Verbal and written communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Ability to establish rapport with people from diverse backgrounds
• Competency to maintain confidentiality and treat sensitive information with discretion
• A strong record of teamwork with the motivation and ability to work independently with little supervision
• Ability to process information with a high degree of accuracy
• Strong problem-solving skills with ability to research/investigate issues and resolve problems
• Ability to work in a fast-paced environment with constant interruptions, meet tight deadlines and adapt to growth and change
• Ability to multi-task and maintain an organized and effective personal work environment
• Familiarity with Western policies and procedures and department practices 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.