Classification & Regular Hours

Hours per Week: 35

Salary Grade: 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 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 Schulich School of Medicine & Dentistry’s Office of Distributed Education is part of the Education Portfolio of the Dean’s Office. 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, Distributed Education, aManager, and 900+ preceptors located in over 60 communities located throughout Southwestern Ontario. Schulich Medicine’s Distributed Education office facilitates rural and regional education and training opportunities to undergraduate and postgraduate learners. 
 

Responsibilities

The Program Assistant supports the effective and efficient administration of various programs in the Schulich School of Medicine and Dentistry’s Office of Distributed Education, ensuring adherence to program standards. The role is responsible for supporting the overall coordination and placement of medical students with respect to the Schulich Discovery Week program, a mandatory curriculum component at the end of the first year of undergraduate medical training. The Program Assistant is accountable for supporting the placement of medical students with respect to the Distributed Education Summer Indigenous MedLINCS and Discovery Healthcare elective summer programs including registration of students in each program site and other administrative and operational tasks necessary to execute these various programs. The Program Assistant will provide support to the Assistant Dean, Distributed Education and the Manager Distributed Education & Regional Strategy on any assigned academic, logistical, operational, financial and planning activities. The role will also support both the Administrative Coordinator, the Faculty Engagement and Project Coordinator, and the Project Specialist in programming, marketing, faculty relations, and other administrative tasks required to facilitate departmental activities and programs.

The Program Assistant supports the planning of events and the planning of community engagement materials required for Distributed Education initiatives, including postgraduate and undergraduate trainee community rotations, faculty development retreats, and community coordinator workshops. The role collaborates with distributed faculty, medical learners, community partners and Schulich School of Medicine & Dentistry personnel and serves as a point of contact for inquiries, acting as a resource and providing guidance regarding the programs, School, University, and external regulatory body procedures in response to inquiries. The role is responsible to ensure the Distributed Education website is maintained and updated and represents the Office of Distributed Education in a professional, courteous and effective manner.
 

Qualifications

Education:

• 3 Year Community College Diploma in Business Management/Administration
• Undergraduate University Degree is preferred 

Experience:

• 3 years’ experience providing administrative support and coordinating logistics of, and delivering, specialized programs in an academic or healthcare environment
• Experience providing support and coordination for marketing/communications

Knowledge, Skills & Abilities:

• Knowledge of the requirements of undergraduate medical education would be an asset
• Familiarity with Ontario's legislation relating to equity and discrimination preferred
• Knowledge of Western University, and in particular, the Schulich School of Medicine & Dentistry policies and guidelines preferred
• Familiarity with cross-cultural differences and norms, sensitivity to individuals' ethnic backgrounds, religious customs, beliefs and expectations, with the ability to establish rapport with people from diverse backgrounds
• Ability to plan and coordinate events of various sizes; familiarity with large scale events an asset
• Demonstrated ability take initiative, to work independently and follow through on work assignments
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands
• Competency to maintain confidentiality and treat sensitive information with discretion
• Demonstrated ability to understand and resolve external and internal partner issues
• 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
• Ability to work independently and effectively as a member of the team to achieve department goals
• Excellent verbal and written communication skills and confidence dealing across all levels of an organization
• Demonstrated ability to manage multiple activities on a daily basis with strict deadlines
• Professional manner, tact, diplomacy and discretion in dealing with internal and external clients
• Excellent interpersonal skills with the ability to provide a supportive and friendly environment for trainees
• 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
• Valid driver’s license with access to a vehicle to travel within the city and surrounding areas
   

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 #37006 by midnight on October 17, 2024.
We thank all applicants for their interest; however, only those chosen for an interview will be contacted.