Schedule Monday to Friday, 8:30 - 4:30
Education Level 2 years Diplomy - Office Administration
Career Level 3 years relevant experience
Administrative Assistant (II) – Job Posting
Ranked as one of the world’s top 70 universities, McMaster University is known for teaching and research excellence. Our purpose is the discovery, communication, and preservation of knowledge. In our teaching, research, and scholarship, we are committed to creativity, innovation, and excellence. We value integrity, quality, inclusiveness, and teamwork in everything we do. We inspire critical thinking, personal growth, and a passion for lifelong learning. We serve the social, cultural, and economic needs of our community and our society.
Science Career and Cooperative Education (SCCE) has a vision to see every McMaster Science student reach their career potential and have a meaningful impact on the scientific community. This is an exciting opportunity to be part of a dynamic team that is committed to the career success of the Faculty of Science students we serve. Our team supports McMaster Science students to connect their education with the world of work through valuable experiential learning opportunities.
We facilitate and empower students to identify the value they offer to employers, to understand the unique value they can contribute, to gain experience, reflect on what they have learned and build on this knowledge through their program of study. We leverage our employer connections to help students to build their networks and build on their knowledge of program related career options.
About the position
We are looking for someone who will be the front-line connection for students. This person will ensure students feel welcomed and valued and will connect students with the appropriate staff member to meet their specific needs. The Administrative Assistant will provide a vital role in supporting the effectiveness of the team by carrying out administrative functions that contribute to the effective delivery of services. Additionally, this role will establish priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.
Are you the right candidate?
The successful incumbent will be a critical member of the team by organizing and performing a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Critical to the success of this role will be a renowned commitment to service excellence and the ability to build impactful partnerships with students and University stakeholders. This role requires excellent organizational and time management abilities.
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 judgement to screen visitors and telephone calls and notify appropriate personnel.
Monitor budgets and reconcile accounts. Completed 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)
Set up and maintain filing systems, both electronic and hard copy
Classify, sort, and file correspondence, records, and other documents.
Handle sensitive material in accordance with established policies.
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 a minimum of 3 year of relevant experience.
Previous experience in a University setting is desirable.
Employment Equity Statement
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.
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.
How To Apply
To apply for this job, please submit your application online.