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Administrative Assistant

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**

Monday - Friday; 8:30 - 4:30

**Education Level**
College Diploma

**Career Level**
3 years of work experience

Ranked among the top engineering schools in Canada and worldwide, McMaster’s Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. The Engineering Co-op & Career Services (ECCS) office supports all students in the Faculty of Engineering with experiential and work-integrated learning. McMaster’s Engineering Co-op Program is currently the 2nd largest program in Ontario, supporting over 7000 students annually.

Our team is currently hiring an Administrative Assistant for a 12-month contract to support our office operations during a time of growth and expansion.

This role will be the first point of contact in the Engineering Co-op & Career Services Office, which supports all students in the Faculty of Engineering with experiential learning, work-integrated learning, and career education. The incumbent will have a focus on ensuring the organization of all front line operations, while greeting all students and guests, triaging students to other campus services, administering and supporting processes, policies and procedures required for the successful functioning and operations of the co-op program.

The utmost discretion is required when regularly handling confidential data such, such as student and employer files and information. The Administrative Assistant works collaboratively with members of the larger Engineering Co-op & Career Services team to deliver quality, personalized service to students and employers while maintaining a quality program offering to various stakeholders.

**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.

**_ Requirements:_**
- 2 year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.

**_ Assets:_**
- Strong organizational skills with ability to prioritize tasks and handle multiple competing priorities.
- Excellent customer service skills in working with a range of stakeholders, such as students, parents, employers, alumni, faculty and Universiy staff.
- Strong attention to detail and commitment to maintaining data integrity of student records.
- Focused on supporting the student-centred culture of ECCS and the unit’s commitment to benchmarking and evidence-based practice.
- Collaborative team player and self-reliant individual with demonstrated ability to take initiative.
- Strong problem solving and conflict resolution skills.
- Advanced skills in Word and Excel and ability to learn new programs quickly. Knowledge and experience in Orbis and Mosaic is an asset.
- Experience in recruitment, cooperative education, or career services environments would be highly desirable.
- Knowledge of student admissions, registrars office and student records, financial aid and scholarships is an asset.

**_ Supervision:_