Administrative Assistant

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
8:30am to 4:30pm, Monday to Friday

**Education Level**
2 Year Community College Diploma in Office Administration or related field of study.

**Career Level**
Experienced

Administrative Assistant (II)

JD 0091

The Consortium is in the Population Health Research Institute (PHRI), which is a joint institute of McMaster University and Hamilton Health Sciences and is comprised of about 300 employees working directly with over 60 clinician researchers. PHRI conducts clinical research internationally in 102 countries and is a world leader in large, global health and population and health outcomes research. Our capacity to conduct multiple international studies concurrently, with tens of thousands of participants in each, is a capability very few organizations in the world can match. As we continue to grow, we recognize the importance and value of having leaders in specialty functions for operational efficiency and for long-term development of staff to build and maintain depth of knowledge and skill in our organization.

**Job Summary**: Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks

**Purpose and Key Functions**:

- 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.
- Monitor budgets and reconcile accounts. 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.

**Supervision**:

- Provide direction to others in how to carry out work tasks.
- Ensures adherence to quality standards and procedures for short-term staff and volunteers.

**Requirements**:

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

**Assets**:

- Previous experience working in a research environment is considered a strong asset
- Previous experience providing support in a human resources capacity including scheduling interviews and orientation sessions and project coordination on special initiatives
- Previous experience providing support in a financial capacity including submitting reimbursement and invoice requests and completion of various financial forms
- Experience working with Mosaic (PeopleSoft) is considered a strong asset

**Additional Information**:

- Excellent organizational, time management, and planning skills.
- Proven success at prioritizing and managing multiple tasks simultaneously.
- Ability to meet tight project deadlines and competing timelines.
- Flexibility and willingness to adapt quickly to changing priorities and tasks.
- High attention to detail while producing thorough and accurate work.
- Excellent problem solving and critical thinking skills.
- Ability to respond creatively to resolve issues and maintain workflow.
- Excellent interpersonal skills and the ability to build and maintain relationships at work.
- A high degree of professionalism, integrity, and ability to handle confidential information.
- Ability to take initiative and follow through, but willing to ask for help when needed.
- Strong verbal and written communication skills.
- Ability to work independently and collaborate within a team environment.
- Commitment to maintaining a professional office environment.
- Experience in the following areas:

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