Administrative Coordinator

Job Description

Classification & Regular Hours

Hours per Week: 35

Salary Grade 13: $61,250 - $72,020, commensurate with experience

Please note, this is a temporary full time contract opportunity with an expected end date of May 22, 2026.

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

Western Research provides strategic and administrative support to advance Western University's research mission and profile.

Responsibilities

The Administrative Coordinator provides administrative and logistical support to the Associate Vice-President, Innovation and Strategic Partnerships (AVP) to ensure that their time and efforts are focused on priorities that require their direct oversight. The role will review and evaluate requests, inquiries and issues directed to the AVP, and will either respond, refer to another resource, or escalate to the AVP as appropriate. The Administrative Coordinator will independently determine the importance of requested meetings and manage the AVP calendar to ensure their time and attention is directed toward priority issues. The role will coordinate event logistics and arrangements for research events and high-profile meetings as required and maintain confidential contact lists and related information. The Administrative Coordinator will draft correspondence and liaise with a variety of stakeholders to focus the AVP time on final reviews, approvals and the establishment of action plans. The role will also provide administrative support for units within the AVP's portfolio, including human resources and financial activities. The Administrative Coordinator will provide assistance for Western's Carbon Solutions initiative relating to administrative and logistical support for the project.

Qualifications

Education:

• Undergraduate Degree in Business Administration or other related field

Experience:

• 5 years administrative experience supporting a senior leader in a large, complex office environment
• Experience providing administrative support in a research environment is preferred

Knowledge, Skills & Abilities:

• Knowledge of general office procedures and with best practices for assessing, developing and implementing new business processes and procedures
• Knowledge of human resources and financial practices 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
• Communication skills to clearly express ideas in an objective manner, write clearly, and adapt communication style to suit the situation and audience
• Ability to work in a manner that models best practices in confidentiality standards
• Client service skills with an ability to apply tact and diplomacy when dealing with sensitive issues and a range of personalities, motives and interests
• Detail-oriented with an ability to function and process information with high levels of accuracy
• Commitment to ongoing professional development with a desire to take on new challenges
• Ability to remain highly motivated, resilient, innovative, and collaborative when faced with challenges
• Intermediate computer skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Possess a reputation for resourcefulness with a strong sense of accountability and initiative
• Influential interpersonal skills that build positive and strong relationships at all levels of the organization
• Organizational skills to manage multiple assignments that are accurate and thorough, sometimes of a complex nature or involving competing priorities
• Problem solving skills with a sense of urgency in resolving issues and getting tasks completed
• Ability to work independently and effectively as a member of the team to achieve department goals

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

Please Note:

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.