Program Assistant II

Qualifications

• Education:
• 3-year community college diploma in Business Management/Administration or related discipline required
• Bachelor’s degree preferred
• Experience:
• 2 years of experience providing administrative support to a senior leader and coordinating logistics of programs; preferably in an academic or medical environment
• Experience providing administrative support in an academic environment preferred
• Experience providing support to resident trainees, medical students, and academic staff preferred
• Experience providing administrative support for curriculum development and education research preferred
• Knowledge, Skills & Abilities:
• Strong verbal and written communication skills to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience
• Strong mathematical and analytical skills to complete accurate calculations with the ability to synthesize sizable amounts of detail/data and reports and present information and materials to different audiences
• Demonstrated ability to take initiative, to work independently and follow through on work assignments to completion accurately and in a timely manner
• Ability to apply active listening to hear and understand the complete message being communicated using the skills of empathy and understanding
• Competency to maintain confidentiality and treat sensitive information with discretion
• Ability to establish rapport with people from diverse backgrounds
• Demonstrate the ability to understand and resolve external and internal partner issues
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to multi-task and maintain an organized and effective personal work environment
• Adapts readily and effectively to changing priorities and demands with the ability to manage multiple time-sensitive projects at one time
• Personable and courteous in working relationships with colleagues, faculty members, students and the public
• Ability to make appropriate decisions and resolve issues by identifying the critical elements of a problem situation and considering each aspect
• Ability to interact professionally with others including students, staff, faculty, and other members of the University community
• Intermediate proficiency required in Microsoft Office in order to prepare emails, correspondence, announcements, and to input data into spreadsheets and databases
• Familiarity with software applications used by Western preferred – e.g. Elentra, and Acuity STAR, video conferencing software and web-based programs, CanAMS and CaRMS
• Ability to work independently and effectively as a member of the team to achieve department goals
• Valid driver's license with access to a vehicle; travel is periodically required within the city, and may be outside of regular business hours
• Ability to learn and apply new terminology quickly and efficiently (such as terminology related to medical education, residency curriculum, accreditation)
• Ability to proofread and edit detailed documents ensuring absolute accuracy
• Strong knowledge of policy and procedure requirements and importance, and the ability to learn and use these supports to manage the program (including Schulich School of Medicine & Dentistry Postgraduate Medical Education Office, LHSC and St. Joseph’s Medical Affairs as it pertains to resident trainees, The Royal College of Physicians and Surgeons of Canada (RCPSC), The College of Physicians and Surgeons of Ontario (CPSO), Professional Association of Residents of Ontario (PARO), Canadian Residency Matching Services (CaRMs)) is preferred

Union Statement

Western Values Diversity

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