Description:
The Administrative Assistant will provide support for a variety of administrative tasks, which support the smooth and effective operations of the Experiential Learning Program for the Faculty of Arts and Humanities (FAH). The role will serve as a resource and point of contact for students, community partners, employers, leaders, faculty members, staff, and other stakeholders with regard to administrative matters, answering or re-directing inquiries as appropriate. The Administrative Assistant will perform a range of tasks ensuring that deadlines and schedules are met, such as coordinating student applications for internship placements, job posting creation for employers, coordinating logistics for events, maintaining databases, files, and websites, coordinating advertising and information sessions for students, and facilitating the preparation of letters, student contracts and various materials for distribution.
Qualifications
Education:
- 2 year Community College Diploma in Business Management/Administration required
- University Degree is preferred
Experience:
- 2 years’ experience providing administrative support and customer service in a business office setting required
- Experience supporting a Career Services/Student Success Centre unit, in a postsecondary institution, and interacting with students and employers preferred
Knowledge, Skills & Abilities:
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Ability to apply active listening to hear and understand the complete message being communicated
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to establish rapport with people from diverse backgrounds
- Demonstrated ability to understand and resolve external and internal partner issues
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to follow formal business practices with high attention to detail
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands
- Personable and courteous in working relationships with colleagues, leaders, students, employers and the public
- Ability to demonstrate patience and focus to complete detailed administrative tasks
- Intermediate proficiency required in Microsoft Office (Word, Excel, Outlook) to prepare formal correspondence, emails, and input departmental data into spreadsheets and databases and with content management systems (such as Cascade) to maintain and update websites
- Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft