Schedule TBD, 28 hours per week
Education Level 2 year College Diploma in Office Administration or a related flield of study
Career Level Experienced (Non-Manager)
Administrative Assistant (III)
The School of Nursing, Faculty of Health Sciences, McMaster University is accepting applications for a continuing Administrative Assistant III. The Administrative Assistant III supports the teaching, research, and other administrative duties of faculty members in the School of Nursing. Duties of the Administrative Assistant III are assigned by faculty members and the Staff Operations Manager.
McMaster University’s School of Nursing is one of Canada's most research-intensive schools of nursing with world-class research faculty. Our school is a global leader in problem-based, student-centred learning and innovative research. The School collaborates with universities and agencies from around the world to provide leadership in the development of nursing education programs and research.
The role supports various aspects of the faculty member’s research including, reporting on faculty member’s research funding, publications, presentations, grant submissions, preparing research checklists and account request forms.
The Administrative Assistant formats and updates faculty members’ McMaster CV according to MacFacts guidelines, updates and formats Common CV according to the CCV specifications/guidelines; and populates other appropriate CVs for grant submissions.
Under the direction of the School of Nursing Finance Manager, the Administrative Assistant III supports financial transactions such as completing expenses reports, journal entries, and vouchers. The role will support financial transactions for research projects, including producing invoices, seeking reimbursements, and depositing cheques. The incumbent will also monitor accounts, track expenses and payments and provide financial updates to faculty and the School of Nursing finance team.
The successful candidate will maintain an understanding of the priorities of the faculty members and interact with University and external partners. The role supports faculty’s participation in events and meetings, arranges travel, manages their calendars, scans and copies documents, and drafts communications on behalf of the faculty member.
Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.
Purpose and Key Functions:
Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
Follow up on and ensure appropriate implementation of decisions made by supervisor.
Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
Develop estimates of time and resources for various activities and events.
Contribute to the development of budgets for review and approval.
Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
Exercise appropriate controls, monitor, and reconcile accounts.
Establish priorities for general office operations.
Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
Provide policy and procedure information to others.
Gather and compile the paperwork required to facilitate hiring and payment processes.
Collect, verify, and input data into a variety of spreadsheets and databases.
Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
Write a variety of formal notes and records such as meeting minutes.
Update and maintain information on websites and social networks.
Format, word process, edit, and proofread a variety of documents and materials.
Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
Monitor and order office supplies.
Source and obtain pricing information for office supplies and equipment.
Set up and maintain filing systems, both electronic and hard copy.
Classify, sort, and file correspondence, records, and other documents.
Update and maintain confidential files and records.
Handle sensitive material in accordance with established policies.
Assemble, copy, collate, and disseminate a variety of documents and materials.
Open and distribute incoming mail and faxes.
Prepare outgoing mail, faxes, and courier shipments.
2 year Community College diploma in Office Administration or related field of study.
Requires 4 years of relevant experience.
Proficiency in EndNote
Knowledge/use of SPSS to run research inquiries
The successful candidate will possess the following:
- Possess excellent decision making and problem-solving skills
- Excellent communication skills are required for interactions with faculty, students, and external agencies
- Demonstrated interpersonal skills with experience providing complex administrative support to one or more supervisors and the ability to work in teams
- Proficiency in Microsoft Office (Outlook, Word, PowerPoint and Excel) and End Note
- Proficiency in Mosaic Finance modules (PeopleSoft)
- Familiarity with research processes and understanding of components/requirements
The successful candidate will be detailed oriented with a critical degree of analysis and an ability to proactively anticipate the faculty’s administrative needs.
The successful candidate will possess experience in the following areas:
- Prioritizing tasks to changing needs and seeing tasks to completion in a timely manner
- Scheduling and writing a variety of formal notes such as meeting minutes
- Web conferencing tools such as Skype, WebEx, Microsoft Teams, Zoom
- Experience compiling CVs, event management, preparing and formatting of presentations, spreadsheets and other documents
- Experience managing research accounts and performing financial transactions is essential.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and, within the lands protected by the “Dish with One Spoon” wampum agreement.
In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.