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Administrative Assistant
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level O
There are multiple vacancies available.
About Western
Considered Canada's most beautiful University, Western's main campus spans 400 acres of Gothic-style buildings mixed with modern LEED-certified capital structures providing an idyllic environment for our community of scholars. The university is located in London, Canada, a safe, vibrant and welcoming community of more than 350,000 people serving as a regional medical and industrial hub for southwestern Ontario.
About Us
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. Our integrated team provides excellence in creating and maintaining Western’s facilities and in serving the community. Our vision is to be recognized as the leader in facilities management among research-intensive universities worldwide.
Responsibilities
The Administrative Assistant coordinates administrative operations and procedures for the Director (Facilities Operations) or Director/Associate Director (Building Services), Facilities Management by scheduling logistics for various events and committee meetings, coordinating communications, and managing calendars to support each portfolio’s contributions to Facilities Management’s (“FM”) overall success. The Administrative Assistant will prioritize all internal and external relations and communications on behalf of the Directors/Managers, including preparing correspondence, work/purchase orders, responding to phone calls and emails, managing calendar and scheduling meetings, work planning reports, and other inquiries in a professional and confidential manner. The Administrative Assistant coordinates and delivers day-to-day operational requirements within the portfolio, including various safety and financial processes in accordance with all policies, procedures, and timelines. The Administrative Assistant prepares and distributes communication materials and correspondence to internal/external parties and committees as required. The Administrative Assistant is accountable for ensuring the administrative functions are well managed, efficient, and result in outcomes that contribute to the University’s and FM’s missions.
Qualifications
Education:
- 3 year University undergraduate degree, preferably in Business Administration or a related field
Experience:
- 5 years of progressive administrative experience supporting senior leaders within a complex office environment, including 2 years of experience working in a unionized environment with union leaders and members, government representatives, contractors, external agencies, vendors, and staff
Knowledge, Skills & Abilities:
- Excellent verbal and written communication skills and confidence dealing with all levels of an organization
- Proven ability to multi-task and prioritize with an eye to consistently producing high quality work and meeting deadlines in a demanding environment
- Positive, outgoing attitude with genuine client service orientation and conflict management skills
- Demonstrated ability to support and initiate continuous process improvement
- Creative problem-solving skills and sound professional judgment, especially regarding confidential/sensitive information
- Advanced computer skills in Microsoft Office Suite (Word, Excel, Outlook, Access, PowerPoint) for preparing correspondence, minutes, presentations, database management, and analytical spreadsheet design
- Demonstrated adaptability, flexibility, and patience with a willingness and motivation to learn new concepts, technologies, and systems
- Strong attention to detail and proofreading abilities
- Self-driven, independent thinker who is highly motivated and possess an intrinsic passion for quality and client service
- High degree of tact, diplomacy, maturity, patience, and the ability to demonstrate sensitivity to varying concerns and viewpoints, especially in a unionized environment
- Ability to establish and build healthy relations and partnerships within a diverse workforce
- Proven ability to work within a fluid and challenging work environment with competing priorities, high level of interruptions, complex scheduling, and unexpected priorities and deadlines
- Proven ability to work effectively independently with little supervision and collaboratively within a team setting to ensure deadlines are met and policies/procedures are followed
Union Statement
Western welcomes applications from all qualified individuals; however, it is the university's policy to give first consideration to qualified SAGE 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 #37158 by 11:59PM on November 14, 2024.
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.
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