Administrative Assistant

1 week ago

Hamilton, Ontario, Canada McMaster University Full time

Schedule
Mon - Fri; 8:30 am - 4:30 pm

Education Level
Diploma in Office Administration or related field of study

Career Level
3 years of relevant experience.

Unit/Project Description:


The Social Sciences Office of the Associate Dean (Academic) supports nearly 5,000 undergraduate students registered in programs offered by 12 academic units.

The Office of the Associate Dean (Academic) handles the admission, academic advising, enrollment and reviewing of all undergraduate students in the Faculty of Social Sciences.

It is also the home for the Careers & Experiential Education initiatives offered by the Faculty of Social Sciences to our students including the coordination of course placements, internships, and career preparation opportunities.


Job Summary:


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.
  • 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.
  • 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.

Assets:

  • Experience using Microsoft Office 365 tools, e.g. Word, Excel, Powerpoint, Outlook, Teams, etc., and/or Adobe Acrobat is an asset.
  • Experience using McMaster tools and sites such as Mosaic (Peoplesoft), OscarPlus (Orbis Outcome), LimeSurvey, and/or Zoom, etc. and/or a demonstrated ability to learn new digital tools, systems, platforms, and technologies.
  • Readiness to advocate for the relevance and value of the Social Sciences when responding to general inquries, in correspondence, in coordination of events, etc.

Additional Information:


This role will function as the Administrative Assistant for the Careers & Experiential Education team, with a particular focus on supporting the introduction and growth of new Co-op streams alongside existing internship, experiential, and career development offerings.


How To Apply

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.

Job applicants requiring accommodation to participate in the hiring process should contact:

  • Human Resources Service Centre at ext. 222-HR , or
  • Faculty of Health Sciences HR Office at ext. 22207, or
  • School of Graduate Studies at ext. 23679
to communicate accommodation needs.

Vaccination Policy Statement


The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors.

The University's Vaccination Policy-COVID-19 Requirements for Employees and Students (the "Vaccination Policy"), requires all McMaster community members, including employees, accessing a McMast

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