ADMINISTRATIVE ASSISTANT (III)
McMaster University
Hamilton, ON
Schedule 35 hours/week Monday - Friday 8:30am - 4:30pm
Education Level 2 years Community College diploma in Office Administration or related field of study.
Career Level Requires 4 years of relevant experience.

Job Description

JD #:
JD00643

Pay Grade:
6

Title:
Administrative Assistant (III)

Unit/Project Description:
The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus program. The curriculum focuses on the mastery of fundamental concepts in Medicine and continues the McMaster tradition of problem-based learning. An Administrative Assistant is required to provide program and curriculum support for UGME at McMaster University in the Hamilton campus. The incumbent will play a key role in planning, supporting, scheduling, event management, meeting organization, minute taking, preparing student schedules, program materials, data entry, report generation and budgeting - primarily within curriculum planning, development and delivery. Working closely with the Program Coordinator, the Administrative Assistant ensures the efficient organization, delivery and record keeping of the UGME program across three campuses. The incumbent will provide detailed information and assistance in response to inquiries from students, staff and faculty. This position reports to the Program Manager.

Job Summary:
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.

Requirements:
2 year Community College diploma in Office Administration or related field of study.

Requires 4 years of relevant experience.

Assets:
Position requirements:
Experience writing a variety of documents (i.e. reports, guides, training materials, correspondence, minutes, etc.)
Experience supporting staff and faculty members in a variety of roles/responsibilities - directors, chairs, planners, teachers, facilitators, committees, groups
Experience planning and coordinating a variety of education events and activities and includes experience developing estimates of time and resources for various activities and events
Experience scheduling and ensuring the delivery of curriculum components and learning events
Experience identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring work load, workflow and completion
Experience following-up on and ensuring appropriate implementation of decisions made by supervisor
Experience resolving complex problems within area of responsibility, consulting relevant documentation, and liaising with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues
Experience answering complex inquiries via telephone, email, and in person that are specific in nature and includes experience providing policy and procedure information to others (i.e. students, faculty, internal & external partners)
Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands
Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team
Advanced organizational skills, superior interpersonal and communication (oral and written) skills, and sound judgement
Strong computer skills, including database and graphics applications
Proficiency in Word, Excel, Adobe in Design, Adobe Photoshop, Access, Visio, PowerPoint
Experience collecting, verifying, and inputting data into a variety of spreadsheets and databases (i.e. Mosaic, MedSIS, etc.)
Experience budgeting, and monitoring and reconciling accounts, which includes experience implementing and maintaining budgets, creating financial projections and making adjustments to budgets
Customer service attitude; sensitivity to student and faculty needs
Understanding of the policies and procedures of the University and knowledge of MD programs would be an asset

Additional Information:
The position requires a flexible working schedule which may include evenings, early mornings and weekends, as well as occasional travel.

We thank all who apply; however, only those 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.

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.