Schedule Monday - Friday 8:30am - 4:30pm 35 hrs/wk
Education Level 2 years Community College diploma in Office Administration or related field of study.
Career Level Requires 3 years of relevant experience.
Administrative Assistant (II)
Education Services requires an Administrative Assistant in our Continuing Professional Development (CPD) office who will be responsible for providing calendar scheduling and administrative support to the CPD leadership team, planning committees and general CPD functions; processing various payments by credit card, cheque, JE, cash deposit, sponsorship and exhibitor contributions; developing receipts based on designation and issuing sponsorship and exhibitor receipts; generating master registration lists, confirmations, tax receipts, official attendance certificates, and/or study credit letters; and posting payments to GL and financial statements for each event; MacFacts data entry; contributing to the design and development of promotional material and social media posts; and providing secondary support for registration database management and website maintenance.
Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.
Purpose and Key Functions:
Establish priorities for general office operations.
Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
Greet visitors, answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
Monitor budgets and reconcile accounts. 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 3 years of relevant experience.
Experience establishing priorities for general office operations;
Experience planning and coordinating events/activities and scheduling calendars;
Experience monitoring budgets and reconciling accounts, POS Payment Processing, Debit & Credit Card Processing and working knowledge of Mosaic reports;
Proven reception experience;
Experience writing a variety of documents such as professional correspondence, procedure manuals, reports and minutes;
Experience with payroll procedures and policies;
Demonstrated experience collecting, verifying, and inputting data into a variety of databases and spreadsheets, including experience updating and maintaining websites and social networks;
Demonstrated experience extracting, verifying, massaging and reporting data (i.e. CPD registration database);
Proficiency with Microsoft Word (including merging and direct mail), Microsoft Access, Microsoft Office Email, PowerPoint, Excel, Moneris Eselect, Moneris Solutions, Mosaic / Oracle systems, Zoom, Teams, Twitter, Benchmark, LinkedIn, Google Suite including Google Sites
This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands.
We thank you for your application. Please note that only those candidates selected for an interview will be contacted.
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.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. 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 University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.