Administrative Assistant

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday, 8:30am-4:30pm, 35 hours per week

**Education Level**
2 year community college in Office Administration or related field of study. Requires 4 years of relevant experience.

**Career Level**
Experienced (Non Manager)

**JD #**:
JD00643

**Pay Grade**:
6

**Title**:
Administrative Assistant (III)

**Unit/Project Description**:

- For Department use only._

The Department of Family Medicine (DFM) is seeking a highly organized, resourceful, motivated, and creative colleague to be part of its Education Team. This role provides support directly to the Associate Chair of Education (ACE) and Education Leadership Team.

The Education Administrative Assistant (III) will plan events, support projects, and facilitate processes across the program related to

competence-based education.

During peak periods, this role may also support assist with coverage duties as assigned in support of faculty and learners, in relation to all

facets of Family Medicine education.

**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**:

- For Department use only_.

**Additional Information**:
The incumbent will have excellent knowledge of and experience with McMaster University and HHS policies and procedures, specifically those related to finances and faculty.

inquiry and action, and engaging one another with generous recognition of our interdependence.

The Administrative Assistant III shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to

truth and reconciliation with Indigenous Peoples to addressing the harms of racism experienced by Black and racialized communities and to

creating, and sustaining an equitable, diverse an

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