Administrative Assistant

1 week ago

Hamilton, Ontario, Canada McMaster University Full time

Schedule
Monday - Friday 8:30 am - 4:30 pm

Education Level
College Diploma

Career Level
Experienced (non-manager)

JD #:

JD00643

Pay Grade:

6

Title:

Administrative Assistant (III)

Unit/Project Description:

The Department of Pediatrics at McMaster University and McMaster Children's Hospital is home to over 200 pediatricians, scientists, teachers,

and trainees whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud

to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers.

Our
members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of
health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

Our Vision:
A brighter path for every child and their family

Our Mission:
Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and
advocacy. We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers to improve
healthcare outcomes. Our innovative work achieves global impact and enhances the well-being of all children and their families. We support the
welfare of our team members and engage with respect and accountability.

Values:
We value compassion, collaboration, excellence, and innovation. We recognize it is our responsibility to create environments where all
people feel safe and supported.
- ________________________________

The department is led by the Chair/Chief of Pediatrics with an executive team consisting of Deputy Chief and Associate Chairs, Academic;
Education; Equity, Diversity, and Inclusion (EDI),; and Research along with an Administrative Director. The executive is supported by a high

functioning administrative team, who play an integral role in the success of the leadership group and help to achieve departmental deliverables.

The primary focus of this administrative role will be to support the Chief and the Deputy Chief of Pediatrics. As a member of the executive
administrative team, the assistant will be a collaborative partner, and could be involved in other executive or departmental projects, events, and
initiatives. Key functions of this position include credentialing of professional hospital staff, facilitation of onboarding clinical faculty within the
relevant hospital IT systems, coordinating meetings, supporting relevant committees, and enabling portfolio projects led by the Chief/Deputy Chief.
To be successful in this position, the assistant must have initiative, strong organizational and time management skills, work well independently,
and within a team. In the department's commitment to diversity, equity and inclusion we welcome applicants who identify as a member of an
equity-seeking group including Indigenous Peoples (First Nations, Métis and Inuit peoples), women, persons with disabilities, racialized persons
and LGBTQ+ identified individuals.

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.
and procedures.

  • Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
  • Complete financial forms such as travel expense

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