Program Assistant

Classification & Regular Hours

Hours per Week: 35 

Salary Grade: Level M

Employee Group: UWO Staff Association

Appointment Status: Regular Full-Time

Please note, that this role requires some work schedule flexibility during times of high volume (typically September-October and January-February) with a rotating schedule on Mondays – Thursdays between 8:00 a.m. and 7:30 p.m.

Responsibilities

The Program Assistant supports the effective and efficient administration of multiple program areas at Western Continuing Studies (WCS). The Program Assistant serves as the first point of contact and is a resource specialist in multiple areas of student support and services, making independent determinations and recommendations according to prescribed guidelines within WCS. This role provides information to current and prospective students regarding application processes, program eligibility and course and program planning, progression, policies and procedures, admission requirements, international recruitment, issues transcripts, assess students program completion and issues Certificates. The Program Assistant handles and reconciles financial transactions that are not processed through the WCS website and maintains multiple databases and software systems to ensure operational excellence. This role makes a significant contribution to student retention, the unit’s financial performance and its mission to provide lifelong learning. 

Qualifications

Education:

• 2-year college diploma

Experience:

• 3 years of experience providing administrative support and customer services
• Experience in a retail, sales or service environment with a strong client service and teamwork orientation
• Experience working with multiple software systems and databases is preferred 
• Experience in an educational support role or customer service role, coordinating the logistics of specialized programs or services preferred  

Knowledge, Skills & Abilities:

• Strong customer service skills to handle inquiries and resolve issues in a professional and timely manner
• Strong interpersonal, verbal and written communications skills and the ability to work effectively as part of a team
• Ability to interact professionally with students, staff, instructors, corporate and community partners and other members of the University community
• Ability to work independently and effectively as a member of the team to achieve department goals
• Ability to work in a fast-paced business environment, meet tight deadlines and adapt to growth and change
• Ability to investigate defined issues, solicit input, and suggest remedies and alternative approaches that meet the needs of the situation
• Passionate about delivering high-quality outcomes, while being able to function in a high-performance environment
• Strong organizational, problem-solving, time management skills and attention to detail with ability to effectively multi-task during periods of high-volume
• Demonstrate initiative, independent judgement, tact, diplomacy and informed decision-making in dealing with sensitive student issues
• Experience working with multiple software systems and databases
• Intermediate computer skills in Microsoft Office (Word, Excel, PowerPoint) 

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.

Please Note

APPLICANTS MUST APPLY ONLINE: https://recruit.uwo.ca

JOB ID: 38025 Program Assistant

APPLY BY: February 28

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

About Western Continuing Studies

Western Continuing Studies (WCS) is the educational bridge between Western University and the global community. Through innovative leadership in lifelong learning, WCS creates and delivers responsive and accessible programs, including non-credit and credit courses in public interest, post-degree diplomas, experiential learning, pre-degree programming and customized corporate training. In partnership with academic faculties, employers and professional associations, the unit reflects the academic mandate and vision of the University. Its vision, mission, mandate and operating principles are integrated with those of the institution. 

About Western University

Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.

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 at [email protected] or phone 519-661-2194.