Western University Hiring for Office Assistant at London, ON Full Time

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 Faculty of Health Sciences is a large, diverse, and comprehensive unit, comprised of six Schools (Nursing, Kinesiology, Health Studies, Physical Therapy, Occupational Therapy and Communication Sciences and Disorders), a large Interdisciplinary Graduate Program in Health and Rehabilitation Sciences and four Research Centres. The Faculty has more than 3,200 undergraduate students and more than 800 graduate students (200 PhD students).

The Canadian Centre for Activity and Aging (CCAA) is a long-standing, established research Centre conducting both basic and applied research related to physical activity and aging. Research at the Centre targets older adults using physical activity programs and training courses/workshops as its core components. The mission of the Canadian Centre for Activity and Aging is to develop, encourage and promote an active, healthy lifestyle for Canadian adults based on evidence informed data that enhance the dignity of the aging process.

Responsibilities

The Office Assistant will contribute to the efficient and effective operations of the Canadian Centre for Activity and Aging by performing a range of administrative tasks in accordance with Western policies and procedures. The incumbent will assist with the day-to-day administrative activities in the department, provide backup support for other administrative roles, and oversee general reception and store duties. The incumbent works under the supervision and direction of the Business Manager, Program Manager, and the Scientific Director.

Key Responsibilities:
Act as the first point of contact for all general inquiries in person, by e-mail or telephone for participants, staff, students and visitors of the CCAA.

Maintains a welcoming environment, manages reception and lobby area and provides excellent costumer service.

Performs various accounting-related functions such as creating invoices, processing Point-of-Sale (POS) transactions, and and daily reconciliation.

Process and prepare online orders for courier shipping, generate landing bills and monitor incoming and outgoing mail

Act as a point of contact for students in clinical placements.

Provide administrative support in the delivery of centre programming (in-person and online), including support with OWL Learning Management and MindBody database systems.

Support fitness instructors in the delivery of live, online exercise classes

Provide administrative support to the CCAA leadership program (courses).

Work closely with CCAA staff to support the distribution of program announcements, participant newsletter and research acitivites.

Education:
Community college diploma in office administration or health-related field preferred.

Experience:
1 year of customer service or administrative experience supporting program delivery. Recreational facility, senior centre or fitness industry preferred.

Skills, Abilities & Expertise:
Knowledge of general office procedures

Excellent written and verbal communication skills and the ability to express ideas clearly, and adapt communication style to suit the situation and audience

Computer skills with the ability to learn and use software programs

Intermediate level proficiency using the Microsoft Office Suite, Zoom Web Conferencing Application and OWL (Western’s online learning management tool)

Comfortable learning and using new computer software programs and web-based computer applications

Strong keyboarding skills

Ability to navigate a customer service management system

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 multitask and maintain an organized and effective personal work environment

Ability to adapt readily and effectively to changing priorities and demands

Personable and courteous in working relationships with colleagues, students and the public

Demonstrated ability to understand and resolve external and internal partner issues

Ability to work independently and effectively as a member of the team to achieve department goals

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 at [email protected] or phone 519-661-2194.

Please Note:
We thank all applicants for their interest; however, only those chosen for an interview will be acknowledged.