Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

At McMaster our purpose is the discovery, communication, and preservation of knowledge. Ranked as one of the world’s top 75 universities, McMaster University is known for teaching and research excellence and our research strength is one of our most prized assets. We’re home to some of the best minds and laboratories in the country, with research income and output rivaling those of universities more than twice our size. The University’s efforts to undertake world-class research are led by the Vice-President, Research who is responsible for developing and diversifying our research enterprise and for enhancing McMaster’s reputation on the global stage. The Vice-President, Research provides strategic leadership, establishes institutional goals and priorities, and is responsible for aggressive pursuit of new partnerships, nationally and internationally, designed to capitalize on McMaster's significant research strengths. The Vice-Present Research is supported by six Associate Vice-Presidents (Research; Research Innovation and Partnerships; Research, Commercialization and Entrepreneurship; Research, Society and Impact; Research Administration; Nuclear and Chief Nuclear Officer).

Reporting to the Executive Assistant, the Administrative Assistant will support the senior leadership in the Office of the Vice-President Research (OVPR), providing administrative support to the Associate Vice-Presidents including the Associate Vice-President, Research, the Associate Vice-President, Research Innovation and Partnerships, the Associate Vice-President, Research (Commercialization and Entrepreneurship) and the Associate Vice-President, Research (Society and Impact). This position works in a multi-faceted area that impacts a major portion of the University and assists with the implementation and conduct of university-wide responsibilities. The Administrative Assistant will organize and perform a full range of administrative duties that support these senior leaders, with a focus on scheduling meetings and maintaining calendars. This position works closely and collaboratively with other Senior Officers of the University and with other departments, Faculties and universities as well as external partners and stakeholders. The Administrative Assistant will possess a thorough understanding of University policies, established functions and procedures as well as major research opportunities and initiatives. Work assignments are complex in nature, where considerable judgment, tact, creativity and initiative are required in resolving problems. The Administrative Assistant will maintain and project a professional commitment and responsibility to excellence, integrity and respect.

Administrative Accountabilities:

- Understands the performance of all duties related to this role must be conducted with integrity, respect, trust, accountability and teamwork. In assessing workflows understands the need to be inclusive, open, and to promote a culture of transparency. Understands the need to promote efficiency, reduce bureaucracy, and maintain a balance that delivers upon the University mission for our Faculty, students and staff.
- Provides overall management and leadership of the portfolios of the Associate Vice-Presidents to support both long term objectives and day to day needs.
- As the expert on University policies and procedures, is a trusted resource who provides advice and direction to the Associate VPs.
- Assesses, prioritizes and effectively streamlines schedule requirements for both on
- and off-campus locations. Reviews requests and coordinates schedules and meetings to ensure meeting and planning time is balanced. Responsible for room bookings, agendas, catering and travel arrangements. Maintains daily appointment calendar and coordinates the gathering and provision of meeting materials in electronic form, to the extent possible, on the shared server.
- Schedules and coordinates a variety of events and activities such as All-Staff meetings as well as other Committee meetings.
- Independently manages inquiries and requests and resolves problems requiring good business judgment, in-depth knowledge of the area and general knowledge of the university, its policies and procedures. Determines the appropriate course of action and who should assume responsibility for the resolution of each incoming request. Working within guidelines and policies, finds solutions to unanticipated problems and decides whether the complexity of a problem warrants the involvement of other more senior staff.
- Conducts research, collects data from both internal and external sources, compiles, processes and synthesizes data and interprets results in order to handle issues and prepare reports, meeting notes and requests in order to meet the needs of the portfolio, the University and/or other stakeholders.
- Investigates specific issues and develops appropriate recommendations and responses. Acts as a contact person and collects, formats and disseminate

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