Administrative Assistant

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday-Friday 8:30-4:30, 35 hours/week

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

**Career Level**
Requires 4 years of relevant experience.

**JD #**:
JD00643

**Pay Grade**:
6

**Title**:
Administrative Assistant (III)

**Unit/Project Description**:
The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus MD program.

The Administrative Assistant III, Curriculum is a member of our curriculum team who works to support visiting and home elective capacity planning in Pre-Clerkship and Clerkship components of the MD Program.

The incumbent plays a key role in development and planning processes, and works collaboratively with Faculty planning committees and Electives Program Coordinator.

This work requires an in-depth understanding of the UGME curriculum, electives and consistent attention to detail.

Data entry, report generation and analysis, meeting organization, minuting, and event management for electives are daily/weekly responsibilities.

Working closely with the UGME Program Coordinator and the Manager, Curriculum, the Administrative Assistant ensures the efficient organization and delivery of UGME elective activity across the program's three campuses (Hamilton, Waterloo, Niagara) as well as for domestic and international medical learners.

The incumbent will provide detailed information and assistance in response to inquiries from students, staff, and faculty. This position reports to the Manager, Curriculum.

**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.
- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- 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 4 years of relevant experience.

**Assets**:

- A positive, empathetic customer service attitude; sensitivity to student and faculty needs
- Understanding of the policie

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