Administrative Assistant III

Classification & Regular Hours

Hours per Week: 35

Level: M

Please note, this is a temporary full-time contract opportunity covering a leave of absence until July 30, 2027.

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 Faculty Services Team provides proficient and accurate coordination and administrative assistance to faculty members at the Ivey Business School. The team’s mission is to provide professional, efficient and effective support to faculty members.

Responsibilities

The Administrative Assistant (Faculty Assistant) will partner with a complement of 10-12 faculty members to support Ivey’s mission to develop leaders who think globally, act strategically, and address critical issues facing organizations and society, through impactful research and transformative learning experiences. The Administrative Assistant (Faculty Assistant) will work in collaboration with faculty to support their work in delivering high-quality educational experiences across all of our programs, with a particular focus on providing robust, wide-ranging and expert-level support for online course material. The role: sets up and manages online course content, including session content, assignments, quizzes, discussion forums, etc.; records and distributes grades and feedback to students and submits final grades to the program offices; orders course material and supplies; prepares, reviews and edits teaching, case, and research materials; coordinates guest visitors and faculty travel; and completes complex expense reimbursements.

The Administrative Assistant (Faculty Assistant) is responsible for engaging with all stakeholders - faculty, students (ranging from undergraduate students to executive program participants) and staff at Ivey and across the University, faculty guests and external vendors - and supporting across all programs.

Qualifications

Education:

• 2 year community college diploma

Experience:

• 4 years of administrative experience supporting professional management personnel, senior administrators or faculty members

Knowledge, Skills & Abilities:

• Proven ability to establish rapport and build strong relationships with management, colleagues and clients
• Positive attitude with genuine customer service orientation
• Strong ability to adapt to various personalities and work styles
• Ability to work well under pressure and handle multiple competing priorities in a fast-paced environment with frequent interruptions
• Possesses a reputation for resourcefulness with a strong sense of accountability and initiative
• Self-motivated multi-tasker with strong organizational skills
• A strong record of teamwork with the motivation and ability to work independently with little supervision
• Creative problem-solving skills and sound professional judgment
• Strong attention to detail and ability to process information with high levels of accuracy
• Assertive and professional communicator with excellent verbal and written communication skills
• Professional manner and poise, and sensitivity in dealing with confidential issues and materials
• Knowledge of the administrative policies and procedures of the University and Ivey Business School is preferred
• Intermediate computer skills in Microsoft Office (Word, Excel, PowerPoint, Outlook) and experience with online learning management systems (LMS) such as Canvas, D2L or OWL is preferred
• Demonstrated ability to quickly learn and adapt to new technologies

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.