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Department of Human Resources
Service Excellence

Administrative Assistant '8' in Schulich School of Medicine & Dentistry - Windsor Campus

Job Posting Number: 2018-FT-45
Employee Group:
Closing Date: Friday, September 21st, 2018 - 4:00pm


The Administrative Assistant will provide administrative support to the Associate Dean, his/her Management Team, as well as provides additional support to faculty, staff, medical students, residents and preceptors at the Schulich School of Medicine & Dentistry’s Windsor Campus.


1. Assists with the effective administration of the office of the Associate Dean, Windsor

2. Acts as the first point of contact for students, preceptors, Academic Directors, hospital, University of Windsor and Western University personnel seeking contact with the Associate Dean and his/her Management Team

3. Completes travel arrangements for the Associate Dean, faculty leadership, his/her Management Team, support staff, faculty and trainees for travel from Windsor to London (and elsewhere as required)

4. Assists with Faculty Development and other program events/sessions, which includes preparing and sending invitations to all faculty/attendees, creating event brochures/flyers, ensuring all documentation is complete, requesting CME credits, preparing evaluation forms, distribution, attendance, parking arrangements and catering. 5. Supports the Schulich Windsor Campus Academic Committee, Academic Directors and the Windsor Campus with staff meetings, which includes preparing material needed, reserving and set-up of room and equipment, catering, etc. As well as arranging catering for all local sessions and meetings as required.

6. Orders office supplies for both medical education building and two hospital sites and monitor office equipment to ensure that it is in good working order.

7. Works closely with Management Team to successfully deliver on various special pilot projects and major events.

8. Assists in the collection and submission of required documentation for physicians wishing to apply or reapply for faculty appointments with Western University.

9. Populates and maintains online database for Schulich Windsor Campus

10. Compiles payroll on a monthly basis for preceptor stipends and submits completed payroll to London for processing; reconciles preceptor payments on a monthly basis; prepares and submits payments for facilitators, standardized patients and proctors to the U of W Accounts Payable Department; processes honorariums and other expense claims as required

11. Provides back-up to the other Administrative Assistant, when required.

12. Other duties as assigned.


MS Word (Basic Level), MS Excel (Basic Level); Typing


The successful candidate will have:

• Diploma in Office Administration or administrative experience as it relates to the duties of the position

• Experience working with an online financial system (e.g. UWinsite Finance)

• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint), email (e.g. Outlook), electronic scheduling, database applications and website maintenance (e.g. Drupal 7); Typing 40 NWPM

• Familiarity with Windsor Hospitals and Medical Education

• Excellent multitasking skills with the ability to prioritize multiple projects, tasks and deadlines in a fast-paced administrative environment

• Excellent organization and problem-solving skills with the ability to meet deadlines

• High professional and ethical standards for handling confidential information, including the ability to use discretion, tact and diplomacy in all matters

• High degree of cultural sensitivity and the ability to work with a diverse student, staff and faculty population

• Experience in minute taking

• Excellent oral and written communication along with interpersonal skills

• Ability to work independently and in a team environment

• On occasion attend meetings/events as required at the local area hospitals

• Ability and willingness to work beyond the traditional workday and infrequently provide coverage on the weekends

Rate of pay:
As per Schedule 'A' of the UNIFOR 2458 FT Collective Agreement

Internal Candidates Only

Bargaining unit members interested in these positions are requested to apply electronically by completing an 'Application for Transfer' form and forwarding it to: on or before Friday, September 21st, 2018 - 4:00pm (the posting closing date). CUPE 1393 members must also include a cover letter and resume.

Please note: Union positions are covered by the union collective agreement, therefore, please be aware that we must allow our qualified unionized staff the first opportunity for transfer or promotion to these positions. This opportunity is not available to external applicants.

In pursuit of the University of Windsor’s Employment Equity Plan, members from the designated groups (Women, Aboriginal Peoples, Visible Minorities, Persons with Disabilities, and Members of Sexual Minorities) are encouraged to apply.  If you need an accommodation for any part of the application and hiring process, please notify the Employment Coordinator (staff positions).

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