Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

Please note, this is a temporary full-time contract opportunity with an anticipated end date of May 31, 2027.

Secondments are Welcome

Click here for more details on secondment opportunities.

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 Electrical & Computer Engineering (ECE) is one of six departments 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.

Responsibilities

The Program Assistant is responsible for supporting the effective and productive operation of all undergraduate programs housed in the Department of Electrical and Computer Engineering, ensuring adherence to program standards as well as university policies and procedures. The role will provide a first point of contact for inquiries and will provide information to current and prospective students regarding admission processes, progression requirements, program eligibility, course selection and graduation requirements. The Program Assistant will act as a resource for current and prospective students, leaders, faculty and staff members, and the public providing guidance regarding Program, Department, Faculty, University, and external regulatory body procedures in response to inquiries, providing referrals to other individuals or resources as required. The role contributes to ongoing refinement of program processes and procedures, creates, maintains and updates specialized departmental databases, generates data and reports for review,



coordinates recruitment and admissions logistics and processes, coordinates logistics for program reviews, course evaluation processes and examinations, maintains and updates program websites and provides assistance and back-up support for various graduate program processes including allocating, processing and tracking graduate student milestones, funding and scholarships.

Qualifications

Education:

- 3 year Community College Diploma in Business Management/Administration
- Mental Health First Aid training would be an asset

Experience:

- 2 years’ experience providing administrative support and customer service in an academic environment
- 1 year experience administratively supporting an academic program, preferably an undergraduate program

Knowledge, Skills & Abilities:

- Familiarity with Western policies and guidelines related to undergraduate and graduate student affairs and with academic calendar and programs offered at Western preferred
- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Demonstrated ability take initiative, to work independently and follow through on work assignments
- 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
- Demonstrated ability to understand and resolve external and internal partner issues
- Ability to maintain a positive, outgoing attitude with genuine customer service orientation
- Ability to process information with a high degree of accuracy, and follow formal business practices with high attention to detail
- Ability to understand,



interpret, and effectively communicate University guidelines, policies and practices to key stakeholders
- Ability to multi-task and maintain an organized and effective personal work environment
- Adapts readily and effectively to changing priorities and demands
- 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 students, staff, faculty, and other members of the University community
- Strong mathematical and analytical skills to complete accurate calculations
- Ability to work independently and effectively as a member of the team to achieve department goals
- 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. OWL, Cascade, PeopleSoft, Mustang Market

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.

📌 Program Assistant (Canada)
🏢 Western University
📍 Canada