Classification & Regular Hours

Hours per Week: 35

Salary Grade 14: $65,050 - $76,550, commensurate with experience.

Please note, this is a 1 year temporary full time contract opportunity.

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

The Schulich School of Medicine & Dentistry provides outstanding education within a research-intensive, distributed learning environment where tomorrow’s physicians, dentists and health researchers and other scholars learn to be socially responsible leaders in the advancement of human health. The Schulich School of Medicine & Dentistry is the largest Faculty on the Western University campus and employs over 2,000 part time and full time faculty and over 1,500 staff.

The Distributed Education Network (DEN) is part of the Education Portfolio of the Dean’s Office within the Schulich School of Medicine & Dentistry. It is funded by the Ministry of Health and Long Term Care and is one of Canada’s largest distributed medical education programs. It is comprised of an Assistant Dean, Rural & Regional Community Engagement, a Manager, and 600+ preceptors located in over 60 communities located throughout Southwestern Ontario. DEN facilitates rural and regional education and training opportunities for undergraduate and postgraduate learners.

Responsibilities

The Administrative Officer is responsible for overseeing and supervising the essential infrastructure aspects of the Schulich School of Medicine & Dentistry’s Distributed Education Network (DEN).

This role is responsible for clerkship and resident scheduling, electives scheduling, the Discovery Week and MedLINCS Programs, preceptor payments, DEN Faculty appointments and reappointments, DEN financial management (budgeting, reconciliation, etc.), and Ministry of Health and Long Term Care (MOHLTC) reporting.

The Administrative Officer contributes to the mission and goals of the program by ensuring logistical support is provided to stakeholders in the most efficient and effective manner striving to achieve and maintain superior levels of service.

Qualifications

Education:

• Undergraduate University Degree, preferably in Business Administration, and a Canadian Institute of Management (CIM) Certificate
• Completion or working towards Chartered Professional Accountant (CPA) Designation is preferred

Experience:

• 5 years administrative, human resources and financial experience in an academic setting or complex office environment
• 3 years’ experience managing and overseeing staff and projects

Knowledge, Skills & Abilities:

• Knowledge of general office procedures
• Familiarity with Financial budgeting and principles, and Human Resources principles and practices
• Familiarity with University policies and procedures preferred
• Ability to ensure expenditures and resources are within allotments, and to make appropriate modifications when required
• Verbal and written communication skills to translate information into easily understood terms, summarize information, and provide a rationale for action
• Ability to work in a manner that models best practices in confidentiality standards
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community
• Detail-oriented with an ability to function and process information with high levels of accuracy including the completion of detailed analytics and reports
• Commitment to ongoing professional development with a desire to take on new challenges
• A well-defined sense of diplomacy, including solid negotiation and conflict resolution skills
• Influential interpersonal skills that build positive and strong relationships at all levels of the organization
• Ability to work independently and effectively as a member of the team to achieve department goals
• Demonstrated ability to manage and direct staff activity efficiently and effectively to meet key goals of the DEN successfully
• Ability to work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Sound judgment, analytical and problem solving skills with a consultative and collaborative approach to addressing issues and opportunities
• Proven ability to take initiative and champion a project from conception through implementation and evaluation
• Self-motived multi-tasker with strong organizational skills
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• Comprehensive knowledge of distributed medical education
• Advanced computer skills in Microsoft Office Suite with the ability to train others in system usage

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.