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Administrative Assistant At University of Western Ontario

$21.70 an hour

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.


The Administrative Assistant administers and coordinates all Human Resources functions within Schulich Dentistry.

The Administrative Assistant is responsible for administering Schulich Dentistry’s payroll in an accurate and timely fashion and assists with all aspects of administration regarding faculty and staff recruitments, appointments and promotions.

The Administrative Assistant is a key member of the administrative team who is accountable for supporting the recruitment, hiring, and appointment processes. The incumbent has the responsibility to ensure that weekly and monthly payroll for faculty and staff is completed in compliance with Western’s payroll deadlines.

Prioritizes the administration of payroll and human resource functions to ensure deadlines are met in accordance with Western’s policies. Consults with the Associate Director, Finance & Administration to establish timelines and priorities as needed.

Reconciles weekly and monthly payroll reports, keeps track of deadlines for pay sheets, data submissions reconciliations.

Administers contracts for Adjunct Clinical Professor appointments and monitors for reappointments.

Responds to department inquiries, follows guidelines and deadlines to committees, human resources, payroll, and collective agreements. Coordinates meetings with faculty members and the Director in accordance with the requirements of the Collective Agreement (e.g. Annual Performance Evaluation)

Uses sound judgment to ensure the proper dissemination of sensitive and confidential materials.

Develops and maintains multiple spreadsheets for tracking and reporting purposes to support payroll, time and attendance, using various formulas.

Advises faculty of Teaching and Service Workloads for the upcoming Academic year.

Organization of own work day and management of own tasks.

Composition of email responses, telephone and in-person queries relating to Payroll and Human Resources, ensuring compliance with Schulich School of Medicine & Dentistry, Western University corporate offices policies and procedures.

Please Note:

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


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