Administrative Assistant Iii

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**

Monday-Friday, 35 hours per week, 7 hours per day.

**Education Level**

2 year Community College Diploma in Office Administration or related field of study.

**Career Level**

4 years of experience

**Unit/Project Description**:
Ranked as one of the world’s top 100 universities and one of Canada's Best Diversity Employers, McMaster University is devoted to the cultivation

of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff and

alumni who make up the McMaster community.

At McMaster and within the Faculty of Health Sciences (FHS), we are working to develop and implement plans to advance inclusive excellence and

Indigenous reconciliation. To support this important initiative, the FHS is seeking an Administrative Assistant, Equity, Diversity, Inclusion and

Indigenous Reconciliation to provide administrative support to the Associate Dean, Equity and Inclusion and the Associate Dean, Indigenous Health.

This role will be instrumental in helping to advance the equity, diversity, inclusion and Indigenous reconciliation (EDI-IR) mandate within the FHS.

The Administrative Assistant, EDI-IR will be responsible for supporting the day-to-day operation of the EDI-IR portfolio and managing the calendars

of the two Associate Deans who work closely with diverse and multiple networks across each of their portfolios. Key functions of this position

include coordinating meetings, supporting the FHS EDI-IR Committee, its affiliated working groups and other relevant committees, coordinating

projects, events and initiatives led by the Associate Deans, Equity and Inclusion and Indigenous Health, writing a variety of documents such as

minutes, agendas, correspondence and reports, answering and directing inquiries, and processing finance related work.

To be successful in this position, the Administrative Assistant must have excellent communication, organizational and time management skills,

initiative, and work well independently and within a team. We welcome applicants who share our commitment to equity and inclusion, and who

members of racialized communities, persons with disabilities, women and persons who identify as 2SLGBTQIA+.

**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 adjust 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 f

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