Undergraduate Program Assistant

About Western

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.

About Us

The mission of the Faculty of Arts and Humanities is to deliver a comprehensive liberal arts education and to teach our students to become global citizens who think critically and communicate effectively. The Faculty is dedicated to maintaining its international reputation for research excellence and innovative academic programming.

Gender, Sexuality, and Women’s Studies is a dynamic and interdisciplinary department that focuses on issues of social justice and equality. Our expertise encapsulates a wide array of strengths across feminist theory and various feminist approaches to health studies, media studies, history, globalization and development studies, critical race theory, philosophy, law, writing studies and literature, visual culture, as well as significant work in queer theory and sexuality studies. In our teaching and scholarship, we aim to cultivate engaged, informed, socially conscious citizens, able to constructively address issues of oppression, systemic and institutional disadvantages, and structures of privilege—often invisible—in the local and global society.¿ We provide our students with the analytical and practical tools that enable them to engage critically and responsibly with the world, to interact respectfully with others, and to pursue a variety of career paths.

Responsibilities

Experience

Two or more years of experience providing administrative support in an academic environment.

Education

Two year community college diploma in Office Administration or a similar field.

Responsibilities

The Undergraduate Program Assistant is responsible for supporting the effective and efficient administration of the undergraduate programs within the Department of Gender, Sexuality & Women's Studies under the direction of the Undergraduate Program Chair. The incumbent will act as a first point of contact and will provide information to students regarding admission processes, progression requirements, program eligibility, course selection, examinations and graduation requirements. The Undergraduate Program Assistant will act as a resource for faculty members, students, prospective students, and the public providing guidance regarding University and faculty and departmental policies and procedures in response to inquiries, and providing referrals to other individuals or resources as required .

The incumbent will provide administrative assistance to leaders and committees, create and maintain student records, assist with generating data for reports, maintain and update program websites, facilitate undergraduate student award and scholarship processes, and assist the development of print materials for student recruitment activities.

• Serves as a point of contact for various inquiries related to undergraduate programs, undergraduate students and related matters, responding or referring inquiries to other resources as appropriate, using discretion to escalate concerns to a supervisor as required

• Provides guidance to others on an ongoing basis regarding departmental and undergraduate studies policies, procedures and regulations including admission processes, progression requirements, program eligibility and graduation requirements

• Facilitates undergraduate student award and scholarship processes including reviewing transcripts to determine eligibility, communicating award and scholarship recipient information to the Dean's Office and Office of the Registrar and coordinating logistics for /participating in awards recognition ceremonies as required

• Coordinates activities during the intent to register period and the add-drop period including assisting with scheduling appointments and program counselling and reviewing special permission and timetable conflict forms for accuracy and completeness

• Participates in the development of timetables and schedules for undergraduate courses, laboratory sessions, tutorials and examinations

• Compiles and uploads grades electronically for approval and submission, reviewing incomplete grades and facilitating a resolution

• Maintains departmental records, including class lists, records of special exams, special permissions, adjudications, and provides related data to leaders/faculty members as requested

• Supports the development of print materials for student recruitment activities, maintains social media accounts and ensures the departmental website is current (including changes in academic requirements and curriculum)

• Compiles and distributes undergraduate course outlines for the department, and orders textbooks and custom course materials from The Book Store as required

• Maintains content for courses one-learning modules (e.g. OWL)

• Assists with preparations for outreach and recruitment events and activities (e.g. Ontario Universities Fair, Fall Preview Day, March Break Open House)

• Maintain all work study student information, track hours weekly/term, process weekly pay.

• Provides administrative assistance to department leaders, faculty members and instructors to support the smooth operation of the undergraduate program (e .g. maintaining electronic calendars, scheduling meetings, making room reservations, typing and photocopying course materials/examinations, collating reports and statistics, preparing correspondence)

• Acts as a resource for undergraduate committees, assisting with booking rooms, preparing agendas and meeting minutes, following up on action items and providing other related assistance as required

• Coordinates and executes proctor schedules for final exam periods (December/April); orients TA's with undergraduate programming , policies, and procedures, including but not limited to: Accommodated Exams, Student Services, online learning platform (OWL), and departmental special events.

Why Western?

Western offers a broad and exciting variety of part-time and temporary employment opportunities with ample room for job exploration and growth. Within our beautiful campus, you are part of a progressive work environment that promotes work/life balance including access to our state-of-the-art recreation centre. Apply for an opportunity to be part of the Western community and contribute to its success!

Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the application. In addition, you can choose to supplement your application with a cover letter and current resume.

Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

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:

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