Administrative Assistant at Western University

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 Department of Psychiatry is a diverse city-wide clinical academic department at the Schulich School of Medicine and Dentistry. The department encompasses the University, London Health Sciences Centre (LHSC), St. Joseph's Health Care, London (SJHC), London and St. Thomas, and the Child and Parent Resources Institute (CPRI).

The vision for the Department of Psychiatry is to be the acknowledged Centre of Excellence for psychiatric care and discovery in South Western Ontario with a mission to translate clinical research into treatment and provide regional consultation within interdisciplinary models of care. The Department of Psychiatry is comprised of approximately 80 Clinical Academics, 7 Basic Research Scientists, 36 trainees and 12 administrative staff including the Manager, Administration & Finance.

Responsibilities

The part-time Administrative Assistant supports the Director of Research (0.6FTE)

The incumbent will be responsible for implementing these key activities related to the Director of Research but not limited to:

• Scheduling and coordinating required meetings and minutes including for the Department of Psychiatry Research Committee;
• Regularly communicating (i.e., through weekly newsletter, website updates) with faculty, staff, trainees, students and other relevant stakeholders to ensure the Department of Psychiatry remains updated on research opportunities, initiatives, training and education, publications, grants, awards
• Promoting research within the department
• Responding to phone and e-mail inquiries and refers inquiries to other resources;
• Assisting with the Department’s annual research funding grant application process; and
• Assisting with event planning (i.e., annual research day, research workshops)
• Performing administrative duties for the Director of Research, such as but not limited to managing calendar, CV, and assisting with research accounts
• Supporting the new Graduate Collaborative Specialization Program in Mental Health and Addictions Research:¿¿¿¿
  • Co-ordinate program admissions (e.g. advertising, answering applicant questions, receiving applications)
  • Provide administrative support to the required course and seminar series
  • Organize regular meetings of the program steering committee
  • Maintain program records (e.g. milestone completion, annual progress reports)
  • Liaise with SGPS on administrative issues related to the program

And Related to Division or Department key activities but not limited to;

• Scheduling and coordinating meetings;
• Maintaining communication with the department (i.e. website updates, email newsletter);
• Assisting with various office duties

Qualifications

Education:

• Community College Diploma in an administrative field

Experience:

• 1 year of experience providing customer service in a business office setting

Skills, Abilities & Expertise:

• Knowledge of general office procedures including records management systems
• Ability to establish effective routines for excellent communication with all members of the team to maximize productivity
• Proven ability and natural inclination to interact with people in professional, respectful and diplomatic manner
• Self-motivated multi-tasker with strong organizational skills
• Positive, outgoing attitude with genuine customer service orientation
• Demonstrated ability to work independently, take initiative and follow through on work assignments
• Familiarity with University policies and procedures preferred
• Written and verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Customer service skills to understand customer needs and expectations, with a desire to deliver helpful and reliable service to the University community

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, Aboriginal 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:

Note that this position will located at Parkwood Institute - Mental Health Care Building

This position is to to be filled internally