Administrative Assistant

3 weeks ago

Hamilton, Ontario, Canada McMaster University Full time

Schedule
Monday to Friday, 8:30am to 4:30pm

Education Level
2 year Community College diploma in Office Administration of related field of study

Career Level
Experienced

Administrative Assistant II, HEI

(JD00091)

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.

Qualifications:

  • 2year Community College diploma in Office Administration or related field of study.
  • Requires 3 years of relevant experience.

Assets:

Previous experiences in the following are considered strong assets:

  • Working in a fast-paced university or academic environment.
  • Working with Mosaic (PeopleSoft).
  • Providing support in a Human Resources capacity, including scheduling interviews, orientation sessions, and project coordination of special initiatives.
  • Providing support in a financial capacity, including the submission of reimbursement and invoice requests, and the completion of various financial forms.

Additional Information:

  • Excellent organizational, time management, and planning skills.
  • Ability to prioritize and manage multiple tasks simultaneously.
  • Ability to meet tight project deadlines and competing timelines.
  • Flexibility and willingness to adapt quickly to changing priorities and tasks.
  • High attention to detail while producing thorough and accurate work.
  • Excellent problem solving and critical thinking skills.
  • Ability to respond creatively to resolve issues and maintain workflow.
  • Excellent interpersonal skills and the ability to build and maintain relationships at work.
  • A high degree of professionalism, integrity, and ability to handle confidential information.
  • Ability to take initiative and follow through, but willing to ask for help when needed.
  • Strong verbal and written communication skills.
  • Ability to work independently and collaborate within a team environment.
  • Commitment to maintaining a professional office environment.
  • Experience in the following areas:
  • Planning and coordination of various events and activities.
  • Preparing meeting agendas, taking minutes, and transcription.
  • Providing administrative support to and liaising with faculty members and administrators, including supporting inperson and virtual meetings as well as managing calendars.
  • Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat.

What We Offer
In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

  • Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
  • Participation in a Pension Plan.
  • Training, coaching and professional development opportunities
  • Employee tuition assistance for continuous development and education
  • Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning
  • Progressive paid annual vacation plan

How To Apply
**

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