Administrative Specialist, Vice-Provost (International)
Location
London, ON | Canada
Job description
Classification & Regular Hours
Hours per Week: 35
Salary Grade: 14
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
Western International’s mission is to direct and support the University's international strategy, while acting as a resource to faculties and departments across the Western community.
Responsibilities
The Administrative Specialist provides professional administrative and logistical support with a high level of confidentiality to the Vice-Provost (International), Senior Director, and the leadership team within Western International. The role is responsible for managing relationships with internal and external stakeholders who interact with the Office of the Vice-Provost (International), managing projects and programs related to the implementation of Western’s strategic plans for internationalization, and coordinating approved activities that align with the strategic plan (e.g., incoming and outgoing international delegations).
The Administrative Specialist acts as a resource to leaders and staff within Western International, Office of the President, Office of the Provost and other members of Western University’s leadership team, to ensure communication and client service needs are addressed at the highest level. The role is also responsible for providing a range of advanced and wide-ranging executive support functions of a highly responsible and confidential nature to the Vice-Provost (International), including international travel arrangements, calendar management and drafting written correspondence on behalf of the Vice-Provost (International).
Qualifications
Education:
- Undergraduate University Degree in Business Management/Administration, Public Administration, International Relations or other related field
Experience:
- 5 years of progressive experience successfully supporting a senior leader or executive in a complex public sector environment
- Previous administrative and professional experience within a University or academic setting is preferred
- International cross-cultural experience would be an asset
Knowledge, Skills & Abilities:
- Knowledge of general office procedures and with best practices for assessing, developing and implementing new business processes and procedures
- In-depth knowledge of best practices for handling sensitive and confidential information and with best practices in records maintenance
- Familiarity with event management techniques and tools and with project management methodologies
- Knowledge of protocols and procedures involving international delegations and stakeholders
- Exceptional client service skills with the ability to apply tact and diplomacy when dealing with sensitive issues and a range of personalities, motives and interests
- Demonstrated intercultural competency and knowledge of cross-cultural research and work practices
- Positive, outgoing attitude with an unwavering commitment to customer service and teamwork
- Attention to detail with an ability to retrieve, analyze and synthesize sizable amounts of data while ensuring that information is accurate and comprehensive
- Exceptional organizational skills, including managing multiple competing priorities and an ability to adapt quickly to emerging priorities
- Superior verbal and written communication skills and confidence interacting with internal and external stakeholders at all levels of an organization
- Sound judgement, analytical and problem-solving skills with a consultative and collaborative approach to addressing issues and opportunities
- Possesses a reputation for resourcefulness and a strong sense of accountability and initiative
- Ability to work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
- Able to build and maintain lasting relationships within department, as well as with other departments, key business partners and external agencies
- Demonstrated ability to work independently with minimal supervision and take initiative and follow through on work priorities
- Creative problem-solving skills and sound professional judgment, especially regarding confidential/sensitive matters and complex issues
- Advanced computer skills in Microsoft Office with the ability to learn new technology and software applications (such as CRM)
- Strong attention to detail and proofreading abilities with an excellent command of the English language
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 contacted.
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