Admin Asst, Academic(Ii) economics

7 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon. - Fri., 8:30 am - 4:30 pm
Hybrid arrangement is an option

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

**Career Level**
Requires 3 years of relevant experience

Job Summary:
Responsible for providing administrative support for an academic program or department that requires a thorough understanding of established functions, policies, and procedures. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.

Purpose and Key Functions:

- 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.
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- 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.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- 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.

Supervision
- No formal supervision of others is required.
- Provide orientation and show procedures to others.

Qualifications:

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

Assets:

- The ability to trouble shoot and assist students, faculty and staff with technical requirements for classroom configurations and bookings is highly desired.
- Must have demonstrated ability to utilize discretion and judgment for dealing with students and faculty Tact and ability to be sensitive regarding confidential situations for students and faculty with varied backgrounds.
- An ability to multi-task and work in a high-paced environment is required and often times, the administrative assistant is working on multiple projects at one time.
- The position requires knowledge of the academic regulations.
- The position requires a people-oriented, self-motivated, team player with a strong affinity and acumen for numbers and databases.

**How To Apply**
- date CV.

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embo

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