Job Description
Classification & Regular Hours
Hours per Week: 35
Salary Grade: Level N
Please note, this is a 10 month temporary full time contract opportunity.
Secondments are Welcome
Click here for more details on secondment opportunities.
About Western
Western University delivers an academic experience second to none. Western challenges the best and brightest faculty, staff and students to commit to the highest global standards. Our research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth in order to better serve our communities.
About Us
The Western Science Academic Counselling unit is committed to providing superior academic advice and support to undergraduate students – promoting Western's commitment to providing the best student experience. Our atmosphere will be welcoming, supportive and inclusive to encourage real dialogue and strong connections with students to guide their transition to university life and empower them to achieve their academic goals.
Responsibilities
The Counselling Assistant is an integral part of the Academic Counselling team, acting as the first point of contact (in-person or virtually via email, JIRA help portal, live chat or by telephone) for the Faculty of Science with a high volume of visitors to the Academic Counselling Office. The role supports and assists the Manager and Academic Counsellors by providing administrative assistance and triaging requests to determine student needs and the urgency of the requests, investigating, answering and solving many requests independently, authorizing approval of the requests, escalating complex/urgent requests to Academic Counsellors, or resolving with the Office of the Registrar when required. The Counselling Assistant schedules counselling appointments, providing documentation and relevant background information as required.
Qualifications
Education:
- 3 year Community College Diploma in Business/Administrative Studies
- Bachelor's Degree with completion of some science courses preferred
Experience:
- 2 years' of experience providing administrative support and customer service, preferably in an academic counseling office or University setting
- Experience working in a post-secondary environment dealing with students, faculty, staff and the community is preferred
Knowledge, Skills & Abilities:
- Excellent verbal and written communication skills and confidence dealing with all levels of an organization
- Strong customer service skills to handle enquiries and resolve issues in a professional and timely manner
- Strong attention to detail and proofreading abilities with an excellent command of the English language
- Ability to work in a fluid and challenging work environment with changing deadlines
- Ability to work independently and effectively as a member of the team to achieve department goals
- Intermediate computer skills in Microsoft Office (Word, Excel, Outlook) and with database systems (such as PeopleSoft HE, Laserfiche)
- Knowledge of general office procedures including records management systems
- Knowledge of the functions of other units on campus (i.e. Registrar's Office, Student Development and Student Health Services) and how they interact with Academic Counselling preferred
- Proven ability and natural inclination to interact with people in a professional, respectful and diplomatic manner
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to multi-task and maintain an organized and effective personal work environment
- Ability to work well under pressure and use good judgment in assessing difficult situations
- Exceptional organizational skills and the ability to manage activities both for self and others effectively
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Familiarity with academic calendar and programs offered at Western preferred
- 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
Please Note:
This position is an existing vacancy. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.