Administrative Assistant

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday, 8:30-4:30pm

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

**Career Level**
Requires 2 years of relevant experience

**Unit/Project Description**:
**McMaster Health Physics** strives to embody values of integrity, quality, inclusiveness and teamwork. We aspire towards inclusive

excellence, acknowledging that diversity is essential to creativity and innovation, as well as integral to our operations.

**Job Summary**:
Organizes and performs a full range of administrative duties associated with a commercial operation that requires 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**:

- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- Identify persons requesting access to the Nuclear Research Building and High Level Laboratory Facility, and manage security controlled keys for facility access in accordance with licence requirements.
- Utilize discretion and judgement to screen visitors to the NRB 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.
- Establish priorities for general office operations.
- Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
- 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.
- Gather and process information required to implement security protocols specific to the Nuclear Research Building and Canadian Nuclear Safety Commission (CNSC) licenses managed by the Health Physics Department.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
- Manage the issuance and return of Dosimetry (TLDs and extremity TLDs) to McMaster staff and host institutions.
- Liaise with internal and external stakeholders and agencies regarding the coordination and management of dosimeters.
- Plan and coordinate the dosimeter management process.
- 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 2 years of relevant experience.

**Additional Information**:
**How To Apply**

**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 embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs.

**Vaccination Policy Statement**

The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have re

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