Schedule 8:30 AM - 4:30 PM
Education Level
2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience.
Career Level Experienced
Job Description
About the Faculty:
McMaster University's Faculty of Health Sciences trains physicians, nurses, physiotherapists, occupational therapists, health care researchers, physician assistants and midwives to work together in teams, providing the finest patient care. Our pioneering education advances and our excellence in world-class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.
About the Department:
The McMaster University Department of Obstetrics and Gynecology is a large multi-site department with over 100 Geographic full-time, part-time clinical and adjunct faculty located at two fully-affiliated teaching hospitals, community teaching hospitals and other distributed education sites. We are committed to providing excellent educational programs, leading edge basic science and health-care research and the highest quality in patient care. Our mission is education, research and effective care for women. We believe in operating in a service-oriented and support model.
About the Role:
As the Administrative Assistant, Academic for the Postgraduate (PG) and Fellowship programs, you oversee day-to-day administrative functions and act as the first point of contact for all inquiries from students, faculty and administrative staff. You work closely with the Postgraduate and Fellowship Program Directors to facilitate successful administrative operations of the program. The successful, motivated and enthusiastic candidate will be responsible for developing, planning and maintaining efficient operations of the portfolio. You will coordinate many aspects of the Fellowship programs including those related to Residency Program Councils, Fellowship application and selection processes, accreditation, budgeting support and expense reimbursement. The successful candidate will work closely with the department Postgraduate Program Associate to organize and support event and meeting planning including recognition events (Resident Appreciation Night, resident retreats, etc.) and academic events (such as academic half day, simulation sessions, oral exams, etc.). This position provides administrative supports to the Associate Chair of Education, which also includes the coordination of Department Continuing Medical Education events (Grand Rounds, weekly department rounds, faculty education, etc.). We are searching for a candidate who is highly professional, exceptionally diplomatic and supports excellent communication with all stakeholders.
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 accommodations 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.
- Create financial projections and adjust the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Review and process applications for internal and external scholarship competitions and program admission.
- 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 the 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.
- 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 adhered to.
- 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 enroll 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 the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- 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:
The successful candidate will encompass the following assets:
- The ability to demonstrate exceptional attention to detail, customer service and exceptional organizational skills.
- Discretion, good judgment, personal motivation, the demonstrated ability to work independently and as part of a team with minimal supervision in a fast paced and deadline-oriented environment.
- Communicating and working collaboratively with various internal and external stakeholders, faculty members and students.
- Excellent oral and written communication skills with a strong customer service focus and proven relationship management skills.
- Ability to maintain composure under pressure.
- Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required.
- Exceptional attention to detail and the ability to execute a plan with precision is essential.
- Minimum 4 years of administrative experience in an academic department, particularly in academic education program coordination.
- Excellent interpersonal, communication, time management, organizational skills and a willingness to take initiative.
- Detailed knowledge of McMaster University policies, procedures, and regulations in relation to postgraduate education and faculty.
- Flexibility in schedule is necessary, as some evenings, weekends and early mornings are required.
- Experience in working in a clinical academic department with demonstrated skills in event planning and working with various software applications including Word, Excel, Access, Publisher, MOSAIC, MedSIS, WordPress, Office 365, MacFACTS are necessary for this position.
Additional Information:
The successful candidate will be performing the following duties within this role in addition to the key functions listed above:
- Developing the program budget for the Fellowships Program Director’s review and approval, as well as reconciling sections of the Postgraduate budget for review and approval.
- Maintaining the program budget and expense reports. Along with the PG Program Director, create financial projections and adjust the program budget throughout the fiscal year.
- Managing a variety of education events including Ground Rounds, Academic Half Days, CMAs, OSCEs, and recognition of events.
- Providing faculty and staff information regarding program policies and information about program requirements.
- Providing advice and assistance to students regarding academic issues, teaching placements, orientation sessions and other related policies and procedures.
- Utilizing discretion and judgment to screen visitors and telephone calls and notifying appropriate personnel.
- Conducting database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- Providing policy and procedure information to others.
- Maintaining and organizing program documents including Rotation Goals and Objectives and Evaluations
- Ensuring timely provision and receipt of Rotation and Teaching Evaluations for learners and faculty
- Preparing programs and documentation for accreditation
Work assignments are complex and will require considerable judgment, tact, creativity, and initiative to resolve problems and maintain workflow.
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.