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, current abilities, new connections, and new ways to make a difference.

About Us

The Undergraduate Services Office steers the undergraduate academic program in Engineering. Students, faculty and staff are provided support in all academic matters, including: academic counselling for students; scholastic offenses and requests for relief; academic record keeping and adjudication; revisions to the Western Engineering sections of the Academic Calendar; timetable scheduling; recruitment; and, facilitating awards ceremonies.

Responsibilities

The Counselling Assistant (Academic Counselling Coordinator) will act as the first point of contact for all visitors to the Undergraduate Counselling Office in the Faculty of Engineering and will support and assist the Academic Counsellors by triaging requests to determine student needs and the urgency of their requests, scheduling counselling appointments and providing documentation and information as required. The role is responsible for supporting the effective and efficient adjudication processes for the undergraduate programs within the Faculty of Engineering.

The Counselling

Assistant will act as a resource for faculty members, students, prospective students, parents, and the public, providing guidance regarding University and Faculty policies and procedures in response to inquiries, and providing referrals to other individuals or resources as required. The role will create, maintain and archive student files and records, assist with academic appeals processes,



coordinate logistics for special and supplemental exams including coordinating proctors, assist with updating various publications and websites, and participate on various committees as required.

Qualifications

Education

- 3 year Community College Diploma in Business/Administration Studies

- University Degree preferred

Experience

- 3 years of experience in the following:

- Experience providing administrative support and customer service in a university environment dealing with students, faculty, staff and the community

- Experience administratively supporting an academic program, preferably an undergraduate program

- Experience providing academic counselling administrative support in an Academic Counselling office preferred

Knowledge, Skills & Abilities:

- 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 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 interact professionally with students, staff, faculty, and other members of the University community

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

- Intermediate proficiency required in Microsoft Office (Word, Excel, Outlook) in order to prepare emails, documents and announcements, and to input data into spreadsheets and databases and with content management systems (such as Cascade) to update websites

- Familiarity with software applications used by Western preferred – e.g. OWL, Cascade, PeopleSoft, Mustang Market

- 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 (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.

📌 Counselling Assistant II (London)
🏢 Western University
📍 London