Administrative Assistant, Academic (III)
JD 0677
Unit/Project Description: The Mac-CARE Program (McMaster Community and Rural Education Program) in the Faculty of Health Sciences provides the expertise and support to facilitate core and elective placements in the Mac-CARE campus regions for learners of the Michael G. DeGroote School of Medicine (MDSM).
Reporting to the Manager of the Mac-CARE Program, the Administrative Assistant, Academic (III) works closely with the Clinical Placement Program Manager to coordinate placement and orientation of medical students, residents, clinical fellows, midwifery students and physician assistant students in hospital settings and private community clinics in the community. This includes clinical placements in the four Clinical Education Campuses [CECs] (Osler, Halton, Burlington, and Grand Erie Six Nations) and liaising with the Hamilton Medical Education Campus, the Niagara Medical Education Campus, and the Waterloo Medical Education Campus.
This position will require a holistic understanding of McMaster’s Medical School Information System (MedSIS) and how the Undergraduate and Postgraduate programs function within the Faculty of Health Sciences, including the distributed campus sites of the MDSM to provide the necessary level of support.
Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
Purpose and Key Functions:
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case -by -case basis.
- Advocate on behalf of students who require accommodation or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Deliver a variety of academic program or department presentations.
- Review and process applications for internal and external scholarship competitions and program admissions.
- Compile and distribute application and admission files for review by the Admissions committee.
- Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
- Provide updates to applicants about their status of their application.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
- 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.
- Provide program and admissions information to potential applicants, students, and faculty.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are being followed.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering, and travel arrangements.
- 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.
- Maintain the confidentiality of student files and documents.
Requirements:
- 2- year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.
Assets:
- Understanding of the policies and procedures of the University and knowledge of Michael G. DeGroote School of Medicine programs would be an asset.
- Experience and knowledge of postgraduate and undergraduate medical education and local community hospitals (Mac-CARE catchment) and their respective relationships would be an asset in this position.
Additional Information:
Position requirements:
This position may require you to travel to Mac-CARE’s Clinical Education Campuses and to work outside of your regular work schedule including evenings, early mornings and weekends to meet operational demands.
Access to reliable home internet service to facilitate our current hybrid work environment is also required.
We thank you for your application. Please note only those candidates selected for an interview will be contacted.
