Administrative Assistant

Classification & Regular Hours

Hours per Week: 35

Salary Grade: Level N

Please note, this is a 14 month temporary full time contract opportunity covering a leave of absence.

About Western

Considered Canada's most beautiful University, Western's main campus spans 400 acres of Gothic-style buildings mixed with modern LEED-certified capital structures providing an idyllic environment for our community of scholars. The university is located in London, Canada, a safe, vibrant and welcoming community of more than 350,000 people serving as a regional medical and industrial hub for southwestern Ontario.

About Us

Facilities Management is responsible for the planning, development, engineering, construction, operation, maintenance, and stewardship of all the buildings, infrastructure, sites, and services within Western's campus community. Our integrated team provides excellence in creating and maintaining Western’s facilities and in serving the community. Our vision is to be recognized as the leader in facilities management among research-intensive universities worldwide.

Responsibilities

The Administrative Assistant is an integral part of the Facilities Development & Engineering (“FDE”) team and is responsible for the organization and coordination of administrative and financial operations and procedures for the Director, Capital Projects and the Director, Facilities Planning & Design, and other staff members within the FDE portfolio. The role is accountable for ensuring that the administrative and fiscal functions are well managed, and efficient, and result in outcomes that contribute to the University's mission.

The Administrative Assistant provides front-line support to visitors to both FDE and the Facilities Management (FM) Division, responds to and redirects phone and e-mail inquiries as required, and provides general information regarding all units within FM. As a result, this position is critical to the administrative, fiscal, and operational efficiency of the Division and is paramount to the customer service experience that FM customers will experience upon accessing and utilizing the Division.

Qualifications

Education:

• 2 year community college diploma with a major in Business Management/Administration

Experience:

• 4 years’ experience providing financial and administrative support to a senior leader in a customer focused office setting
• Experience working in a University setting or relevant industry to Facilities Management is preferred

Knowledge, Skills & Abilities:

• Ability to apply active listening to hear and understand the complete message being communicated
• Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
• Ability to demonstrate patience and focus to complete detailed administrative tasks
• Ability to establish rapport with people from diverse backgrounds
• Ability to follow formal business practices with high attention to detail
• Ability to interact professionally with students, staff, faculty, and other members of the University community
• Personable and courteous in working relationships with colleagues, students and the public
• Ability to maintain a positive, outgoing attitude with genuine customer service orientation
• Ability to multi-task and maintain an organized and effective personal work environment
• Ability to summarize information and disseminate to others effectively in a timely manner
• Ability to work independently and effectively as a member of the team to achieve department goals
• Adapts readily and effectively to changing priorities and demands
• Attention to detail and proofreading abilities with an excellent command of the English language
• Competency to maintain confidentiality and treat sensitive information with discretion
• Critical thinking skills to analyze problems, and collect information required to make an accurate conclusion
• Demonstrated ability take initiative, to work independently and follow through on work assignments
• Demonstrated ability to understand and resolve external and internal partner issues
• Intermediate proficiency required in Microsoft Office Suite to prepare communications, graphics, financial reports, grant submissions, input departmental data into spreadsheets, and databases
• Familiar with applications used by Western – e-mail, calendars, OWL, PeopleSoft, and MustangMarket

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 519-661-2194.

Please Note:

Interested applicants are asked to visit: https://recruit.uwo.ca for further information and to apply online referencing job #42202 by 11:59PM on April 7, 2026.

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.