Communications & Administrative Coordinator
Salary: $27.75 per hour
Hours: 24 hours per week
Term: One-year contract
Position Summary
Reporting to the Department Chair/Director and Manager, the Communications & Student Outreach Coordinator/Administrative Assistant plays a key role in supporting departmental communications, student admissions processes, and administrative operations. The successful candidate will help advance strategic initiatives through effective communications, maintain the departments’ digital presence, coordinate outreach activities, and provide administrative support for students, faculty, visitors, and departmental programs.
This position requires an organized, detail-oriented professional who can manage multiple priorities while providing exceptional service and maintaining strong relationships with internal and external stakeholders.
Responsibilities
Communications and Outreach
- Maintain and update departmental websites and social media platforms.
- Create engaging digital and print communications, including writing original content and taking photographs for departmental use.
- Support the promotion of departmental accomplishments, events, and strategic initiatives.
- Coordinate communications related to departmental seminars, named lectures, and special events.
- Liaise with external speakers and visitors, managing logistics and communications as required.
Student and Program Administration
- Retrieve and review applicant information from the Student Centre, creating and maintaining applicant files for approximately 500 applications annually.
- Monitor application completeness and communicate with applicants regarding outstanding documentation.
- Maintain and update the department’s CRM database.
- Archive applicant and graduate files in accordance with Western University retention policies.
- Assist with data collection and reporting activities related to program accreditation and continuous improvement initiatives, including CEPH requirements.
Administrative Support
- Prepare travel expense reimbursement forms for students and guests.
- Create, update, and maintain Standard Operating Procedures (SOPs) for departmental processes and positions.
- Assist with event planning, preparation, and execution.
- Prepare materials and supporting documentation for meetings, presentations, and administrative activities as required.
- Provide administrative support to the Manager, and other staff members, as needed.
- Serve as a resource to both Departments on special projects and initiatives.
Qualifications
Education
Experience
- Minimum two years of administrative experience in an office environment.
- Experience developing and maintaining web content, preferably using Cascade.
- Experience writing original content for web-based and print communications.
Skills, Abilities, and Expertise
- Familiarity with university policies and procedures is preferred.
- Excellent verbal and written communication skills, with confidence interacting with individuals at all levels of an organization.
- Intermediate to advanced proficiency in Microsoft Office Suite.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Demonstrated creativity, innovation, and resourcefulness in solving problems and completing work.
- Exceptional customer service skills and a commitment to delivering timely, professional support.
- High level of accuracy and attention to detail when processing information and completing tasks.
- Ability to build positive relationships and respond effectively to inquiries in person, by telephone, and electronically.
- Results-oriented with a demonstrated ability to work independently while contributing effectively as part of an interdisciplinary team.
- Strong judgment and discretion when handling confidential information.
