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 Department of Family Medicine specializes in training comprehensive family physicians and future leaders in family medicine. This is done through a highly adaptable program that includes tailor- made curriculum and educational programs for residents.

The Family Medicine Postgraduate Program is one of the largest programs at the Schulich School of Medicine & Dentistry, consisting of 175+ residents conducting their core residency training at 12 different sites across southwestern Ontario and 24 Residents training in Enhanced Skills Programs. This is supported by over 50 full-time faculty, 900 adjunct faculty, and an administrative staff of 6 individuals.

Responsibilities

The Program Assistant (Postgraduate, Student Relations) plays a vital role in supporting the success and smooth operation of the Postgraduate Program in the Department of Family Medicine. The role works closely with the Postgraduate Program Director, Associate Program Director, Education Manager, and the broader Postgraduate team and is responsible for facilitating and coordinating a variety of administrative and academic functions, ensuring adherence to program standards. The Program Assistant serves as a point of contact for inquiries regarding the program, providing information and support to residents, applicants, and stakeholders, and acting as a resource for faculty members on Program, University, and external regulatory body procedures. The role supports various committees and accreditation meetings and processes, coordinates various program and event logistics, and updates and maintains specialized databases, ensuring accurate program records, and prepares reports as required.

Qualifications

Education:

• 3 year community college diploma in Administration or Business
• 3 year university bachelor’s degree in Administration or Business is preferred

Experience:

• 4 years’ experience providing administrative support and customer service in an office environment
• Experience in a hospital setting would be an asset

Knowledge, Skills & Abilities:

• Strong organizational, prioritizing and time management skills to effectively handle multiple priorities and meet deadlines
• Ability to work in a busy, interruptive and open environment while maintaining a commitment to exceptional quality with changing deadlines
• Ability to process information with high levels of accuracy and attention to detail
• Excellent verbal and written communication skills and confidence in dealing with internal and external contacts
• Ability to understand customer needs and expectations and provide excellent customer service directly and indirectly to satisfy expectations
• Proven ability and natural inclination to interact with people in a professional, respectful, and diplomatic manner
• Strong problem-solving skills with the ability to understand and resolve external and internal partner issues
• Demonstrated ability to work independently and collaboratively in a team environment
• Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, documents and to input data into spreadsheets and databases
• 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
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Strong mathematical and analytical skills to complete accurate calculations
• Familiarity with Western policies and guidelines preferred

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:

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.