Program Assistant

Job content

Position:Program Assistant

Location:London, Ontario

Position Type:Full-time, 3-year renewable contract.

Hiring Range:$40,100-47,200

Application Deadline: Monday, March 18, 2024 at 11:59PM

About Ivey Business School:

Ivey Business School acknowledges and respects the traditional lands of the Anishinaabek, Haudenosaunee, Lūnaapéewak, and Attawandaron peoples, where Western University and Ivey Business School are located. This land continues to be home to diverse Indigenous peoples, whom we recognize as contemporary stewards of the land and vital contributors of the community.

Ivey Business School (www.ivey.ca) at Western University (www.uwo.ca) is Canada’s leading provider of real-world, case-based business education. Drawing on extensive research and business experience, Ivey’s faculty provides the best classroom experience, equipping students with the knowledge, skills, and capabilities they need to confidently take on today’s leadership challenges and opportunities through Case-Method Learning. Ivey offers undergraduate and graduate degree programs, as well as Executive Education at campuses in London, Toronto, and Hong Kong.

The Ivey Academy at Ivey Business School is Canada’s leading institute for management education and professional development. We work with organizations globally to build leadership capacity, share insights on critical business issues, and drive real-world strategic impact through learning. Our approach blends contemporary research with innovative teaching methods to create a social, interactive, inclusive environment for professional growth.

Position Overview:

Our Program Assistants excel in a fast-paced environment, leveraging exemplary organizational skills to assist Program Managers in coordinating non-academic aspects of Ivey’s non-degree and Custom-Specific programs. With a strong orientation towards customer service and exceptional interpersonal abilities, they significantly enhance team dynamics. This role adeptly cultivates relationships with internal team members, program participants, and vendors, playing a pivotal role in program preparation and delivery, thereby contributing to the overall success of the Ivey Academy team.

Responsibilities:

Program Support

• Assist with the coordination and provision of teaching materials through liaising with the Ivey Publishing and Western Graphic Services departments.
• Confirm information related to facilities in London, Toronto, and other program locations at the request of the Program Manager and Client Relations Officers.
• Coordinate and finalize arrangements with external suppliers and vendors (i.e. photographer, Ivey Trading Company, restaurants, bus company, etc.).
• Prepare program materials, ensuring precision and attention to detail (i.e., nametags, seat cards, seating plan, diplomas, creation of learning teams, etc.).
• Assist with coordination of all non-academic aspects of programs in accordance with projected budgets and existing processes, including organization of social events and gifts for participants along with program errands as required.
• Assist in the preparation and distribution of pre-program and on-site materials, including supporting classroom setup where required.
• Synthesize feedback collected from program evaluations and take a proactive approach to update summary documents, including the Program Evaluation Summary, with the results reflecting the quality of participants’ program experience.

Other Support

• Support the Sales/Marketing and Business Development teams with special projects.
• Provide general administrative support to The Ivey Academy department.
• Coordinate and ensure the smooth delivery of internal hybrid team meetings, including scheduling, planning logistics, and organizing necessities during meeting, i.e. technology, and catering.
• Proactively and accurately manage The Ivey Academy’s program and holiday shared team calendar.

Qualifications:

Education & Experience

• Undergraduate university degree or 2-year diploma from a recognized community college
• Three years’ experience working in a fast-paced, service and team-oriented environment

Skills & Abilities

• Exceptional organizational skills with the ability to manage activities both for self and others effectively
• Ability to work with detail with a high degree of accuracy
• Ability to establish and build healthy working relationships and partnerships with program participants, colleagues and external stakeholders
• Ability to follow directions, work well under pressure and handle multiple conflicting priorities in a fast-paced environment with frequent interruptions
• Ability to work independently as well as a part of a team
• Proficiency in all Windows applications including Word, Excel, PowerPoint and possessing the aptitude and desire to learn other applications/platforms as needed
• Availability to work outside of regular business hours including evenings and weekends

What We Offer:

• A bright, inclusive, and modern eco-friendly working environment
• Flexible or hybrid work plans for many roles
• A collaborative and engaging work culture
• Opportunity to join a community of people-focused professionals
• Market competitive compensation with annual increases available
• Generous benefits package with employer-paid premiums, including a comprehensive Health and Dental Plan, Health Care Spending Account, as well as short- and long-term disability programs
• Enhanced mental health benefits coverage and resources
• A generous group retirement savings plan with 7.5% employer contributions
• Life and AD&D insurance for you and your family
• Out-of-country travel insurance
• Vacation starting at 15 days per year plus 2 paid Ivey Personal Days
• Paid time off during the School’s December holiday closure
• Numerous campus-wide arts, culture, and sport events
• Supports for professional development and career progression opportunities
• Employee Assistance Program with family coverage

Equity, Diversity, and Inclusion at Ivey

Ivey Business School is committed to Equity, Diversity, and Inclusion. Please explore Ivey’s EDI homepage for more information on Ivey’s commitment to EDI, to read about Ivey’s progress in the EDI Update, and to meet Ivey’s EDI Advisory Council members.

Ivey Business School invites applications from all qualified individuals. Ivey 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.

Accommodation

Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you may require any accommodations in order to participate fully in our recruitment experience. Please contact us at hr@ivey.ca to notify us of any needs related to completing the job application, and/or throughout the recruitment process.

Application:

If you’re excited about joining Canada’s leading business school and meet the qualifications, please submit your resume and cover letter via the Ivey Careers page by the application deadline.

Ivey Business School Foundation:

Ivey Business School Foundation employees receive benefits exclusive to The Foundation, separate from Western University.