Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level M

Please note, this is a 1-year contract position. 

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

Facilities Management fosters safe, inclusive and vibrant environments that inspire community engagement, life-bettering research and the pursuit of academic excellence.

Facilities Management is responsible for the planning, development, engineering, construction, operation, maintenance and stewardship of all the buildings, infrastructure, sites and services within Western’s campus community. FM departments include the AVP’s office, Facilities Development & Engineering, Power Plant, Business Operations, Sustainability, Building Services, Facilities Operations and Parking & Visitor Services. Our integrated team provides exceptional service in creating and maintaining Western’s facilities and in serving the community. 
 

Responsibilities

The Administrative Assistant will provide support for a variety of administrative tasks, which support the smooth and effective operations of Facilities Management (“FM”). The Administrative Assistant will report directly to the Director, Capital Projects, and will serve as a resource and first point of contact in the Welcome Centre for FM visitors, faculty, staff, committees, and other clients in regards to administrative matters, and answering or re-directing inquiries as appropriate. The Administrative Assistant will ensure that deadlines and schedules are met and will coordinate schedules and meetings as required.  The Administrative Assistant will order catering services, facilitate the preparation of materials, assist with communications, and will monitor and maintain office supplies as required.  The Administrative Assistant will assist with the management of departmental documents and will provide support for personnel within the department, including administrative and fiscal functions. 

Qualifications

Education:

• 2 year community college diploma in Office Administration or a related field

Experience:

• 3 years’ experience providing front line customer service and administration in a business office setting
• Experience with accounting or bookkeeping is 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
• 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
• Ability to demonstrate patience and focus to complete detailed administrative tasks
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Ability to work independently and effectively as a member of the team to achieve department goals
• Intermediate proficiency required in Microsoft Office (Word, Excel, Outlook)
• Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market
• 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:

Interested applicants are asked to visit https://recruit.uwo.ca for further information and to apply online referencing job #37499 by midnight on January 7, 2024. 
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.