Program Assistant II

Classification & Regular Hours

Hours per Week: 35

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 Departments of Biochemistry and Anatomy & Cell Biology are basic science departments within Western University's Schulich School of Medicine & Dentistry, committed to advancing excellence in research, education, and scientific discovery. Together, with other Schulich Basic Science and Clinical Departments, they foster innovative and collaborative research environments, deliver high-quality undergraduate, graduate, and professional education, and contribute to the advancement of scientific knowledge and human health.

Responsibilities

The Program Assistant supports the effective and efficient administration of graduate programs within the Schulich School of Medicine & Dentistry Basic Sciences departments. The role serves as a primary point of contact for current and prospective graduate students, faculty members, committees, and external stakeholders, providing information and guidance regarding admissions, program requirements, progression, funding, examinations, and School of Graduate and Postdoctoral Studies (SGPS) policies and procedures. The role coordinates administrative processes throughout the graduate student lifecycle, including recruitment, admissions, onboarding, orientation, funding administration, registrations, academic progression, milestone and examination processes, graduation requirements, reporting, and committee support. While assigned to a primary department, the role participates in a collaborative team-based service model and may provide support across multiple graduate programs and departments to ensure continuity of service and operational effectiveness.

Qualifications

Education:

• 3 year community college diploma in Business Management/Administration or related field

Experience:

• 2 years of experience providing administrative support and customer service in an academic environment
• Experience coordinating specialized programs, services, events and/or administrative processes
• Experience maintaining records, databases and reporting information
• Experience supporting graduate, undergraduate or academic programs within a post-secondary environment preferred
• Experience providing administrative support to faculty members, committees or academic leadership preferred
• Experience interpreting and applying policies, procedures and academic regulations preferred

Knowledge, Skills & Abilities:

• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Demonstrated ability take initiative, to work independently and follow through on work assignments
• Ability to apply active listening to hear and understand the complete message being communicated
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Demonstrated ability to understand and resolve external and internal partner issues
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Strong mathematical and analytical skills to complete accurate calculations
• Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
• Ability to understand, interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
• 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, faculty members, students and the public
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Strong mathematical and analytical skills to complete accurate calculations
• Ability to work independently and effectively as a member of the team to achieve department goals
• Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market, specialized scheduling software
• 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.