Classification & Regular Hours

Hours per Week: 35

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, recent connections, and new ways to make a difference.

About Us

The Department of Civil and Environmental Engineering is one of six academic units in the Faculty of Engineering. Faculty and staff in the department support and foster the educational and research pursuits of undergraduate and graduate engineering students, while providing the best student experience. The Department aspires to become one of the top Civil Engineering Departments in the world. It will do so by relentlessly pursuing excellent research, faculty profile and graduate and undergraduate education that engages students.

Responsibilities

The Graduate Affairs Assistant is responsible for supporting the effective and efficient administration of the graduate programs within the Department, under the direction of the Department Manager. The role will act as a resource for faculty members, current and prospective students and the public and will provide information on matters related to the graduate programs from the time of inquiry through application, orientation, program progression, examination and post-graduation in a manner promotes the best graduate student experience. The Graduate Affairs Assistant will act as a resource providing support and guidance regarding University, School of Graduate and Postdoctoral Studies and departmental policies and procedures. The role coordinates the allocation, processing and tracking of graduate student funding, generating data and reports for review, providing administrative assistance to leaders and committees, maintaining and updating program websites and assisting with the development of recruitment and communication materials.

Qualifications





Education:

- 3-year Community College Diploma in Business Management/Administration or related field
- University Degree is preferred

Experience:

- 3 years working in a university (post-secondary) environment dealing with students, faculty, staff and the community
- 1 year of experience administratively supporting an academic program, preferably a graduate program
- 1 year of experience in a financial administration role (payroll, funding, bookkeeping, etc.)

Knowledge, Skills & Abilities:

- Demonstrated ability to work independently, provide problem solving, and function effectively as part of a team
- Proven ability to interact with individuals from a variety of cultures in a professional, respectful and diplomatic manner
- Comprehensive understanding of Western policies and procedures regarding graduate studies as well as collective agreements (such as PSAC)
- Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook), with Adobe Acrobat and working with databases to input, organize and analyze data
- Demonstrated advanced skills navigating HRIS systems (such as PeopleSoft Higher Education, HR, and Financials) including the ability to use several functions (such as HR eManager Graduate Student Appointment transactions, GradNet and Mercury funding portals)
- Strong aptitude to generate standard reports, audit data output and resolve payroll issues
- Comprehensive understanding of principles of confidentiality and FIPPA regulations is essential with demonstrated discretion handling confidential records and student issues
- Excellent organizational and planning skills to work effectively in a high pressure environment with competing priorities
- Demonstrated ability to respond and be sensitive to the emotional and mental health needs of students,



support staff and faculty working under pressure
- Strong mathematical and analytical skills to complete accurate calculations with demonstrated ability to resolve complex payroll/financial issues
- Intermediate skills using software applications used by Western preferred – e.g. PeopleSoft, Cascade, OWL, Mustang Market, Awards Spring
- Ability to interact professionally with students, staff, faculty, and other members of the University community
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
- Knowledge of and ability to manage social media platforms, communication and engagement strategies for student populations
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Ability to apply active listening to hear and understand the complete message being communicated
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation

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 (phone hidden).

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.

📌 Graduate Affairs Assistant II (Canada)
🏢 Western University
📍 Canada