Administrative Assistant, Academic

Administrative Assistant, Academic (III) Join to apply for the Administrative Assistant, Academic (III) role at McMaster University. Unit/Project Description The McMaster Midwifery Program is a nationally recognized leader in midwifery education, research, and professional development. The program encompasses four integrated arms: Undergraduate Education Graduate Education Continuing Education Midwifery Research Centre The program collaborates with practicing midwives and other maternity care providers to ensure high-quality clinical environments for students and contributes to the advancement of midwifery practice and research nationally and internationally. Administrative Assistant, Academic (III) Overview The Administrative Assistant, Academic III will provide comprehensive administrative support across the Midwifery Program, with responsibilities split equally between the undergraduate program/continuing education and graduate program. On occasion, the incumbent will also support activities within the Midwifery Research Centre. This role is critical to ensuring smooth program operations and an exceptional student experience. Job Summary Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff. Purpose and Key Functions Identify and analyze problems with the program and prepare recommendations for review and approval. Investigate questions and resolve problems concerning program, curricula, and admissions. Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis. Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements. Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation. Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions. Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences. Create financial projections and make adjustments to the program budget throughout the fiscal year. Deliver a variety of academic program or department presentations. Review and process applications for internal and external scholarship competitions and program admission. Compile and distribute application and admission files for review by the Admissions Committee. Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete. Provide updates to applicants about the status of their application. Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests. Monitor and review program registrations and liaise with other departments to process changes to student records and registration. Compile course information and update course calendar information. Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations. 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. Provide program and admissions information to potential applicants, students and faculty. Act as a liaison between students and the various individuals and offices within and external to the department. Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to. Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts. Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses. Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries. Gather and compile the paperwork required to facilitate hiring and payment processes. Input financial and employee information required to process pay. Write a variety of documents such as correspondence, reports, and meeting minutes. Format, word process, edit, and proofread a variety of documents and materials. Gather and compile data and documentation for a variety of reports, memos, and program activities. Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits. Collect, verify, and input data into a variety of spreadsheets and databases. Update and maintain information and content on websites and social networks. Coordinate the calendar of supervisor and resolve scheduling conflicts. Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements. 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. Maintain the confidentiality of student files and documents. Requirements 2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience. Assets Experience providing support for an undergraduate program. Experience reviewing and processing applications for admissions. Experience compiling and distributing application and admission files for review by the Admissions Committee. Experience compiling course information and updating course calendar information. Experience reviewing and processing applications for internal and external scholarship competitions and program admission. Experience acting as a liaison between students and the various individuals and offices within and external to the department. Experience delivering a variety of academic program or department presentations. Experience collecting and summarizing information, and developing recommendations for final approval and implementation. Experience writing a variety of documents such as correspondence, reports, and meeting minutes. Experience compiling the paperwork required to facilitate hiring and payment processes. Experience inputting financial and employee information required to process pay. Experience monitoring budgets, reconciling accounts and completing financial forms. Experience coordinating and organizing regularly recurring education and program events. Experience hosting and providing support for education and program MS Team and Zoom meetings, and includes experience troubleshooting and resolving problems. Experience updating and maintaining information and content on websites and social networks. Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team. Demonstrated expertise in cultural sensitivity and awareness of equity and diversity issues. Experience editing and updating content on websites. Experience responding to inquiries about the Program (general program policies and procedures, admissions, and curriculum) to students, faculty, staff and community partners. Experience providing administrative support to supervisors, community partners. Experience organizing events, workshops, retreats. Experience managing event registrations. This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands. On occasion, the position may require 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. AI Statement McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process. Seniority level Associate Employment type Contract Job function Administrative Industries: Higher Education #J-18808-Ljbffr