The Ivey Energy Policy and Management Centre, at the Ivey Business School, focuses on national energy business issues and public policies. It conducts and disseminates first class research on energy and environmental policy; and promotes informed debate on public policy in the sector through supporting conferences and workshops that bring together industry, government, academia and other stakeholders in a neutral forum. The Centre draws on leading edge research by Ivey faculty as well as by faculty within Western University and at universities across Canada.

Responsibilities

The Administrative Assistant (Centre Coordinator) works as part of a small team to increase Ivey’s capacity for energy policy research, teaching and outreach. Reporting directly to the Centre Director, the Administrative Assistant supports the general operations of the Centre as well as on-going activities, including budgeting, marketing, events, and program teaching. The Administrative Assistant is responsible for communicating Centre activities to industry partners, external stakeholders, faculty, and students, and also for providing front line support to visitors and inquiries made to the Centre. The Administrative Assistant provides office management support, implements programs, plans and special events and is responsible for the Centre website, while contributing to the preparation of external reports and communicating directly with internal and external stakeholders.

Qualifications

Education:

• 2 year community college diploma in Business Management or Administration

Experience:

• 4 years' administrative experience supporting senior management personnel and managing relationships with external clients, including senior executives
• Experience in research centre or institute coordination/management

Knowledge, Skills & Abilities:

• 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 staff, faculty, and other internal and external stakeholders
• 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
• Demonstrated ability to manage multiple tasks and set appropriate priorities in a fast- paced setting
• Demonstrated planning and problem-solving skills to organize own work effectively with a proactive and resourceful approach
• Demonstrated drafting, editing and coordination skills for external reports and communications
• Demonstrated ability to exercise independent judgment and flexibility
• Adapts readily and effectively to changing priorities and demands
• Demonstrated effectiveness in working in a team environment
• Competency to maintain confidentiality and treat sensitive information with discretion
• Demonstrated planning skills with an ability to successfully manage events and projects
• Intermediate proficiency required in Microsoft Office Suite and Photoshop to prepare communications, graphics, financial reports, input departmental data into spreadsheets and databases
• Knowledge of databases and social media platforms (e.g. Twitter) and web platforms (e.g. Umbraco)
• A demonstrated aptitude to quickly adapt to new technologies
• Demonstrated ability to create professional presentations
• Knowledge of the administrative policies and procedures of the University and of the Ivey Business School preferred