Administrative Assistant

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon - Fri; 8:30 a.m. to 4:30 p.m.

**Education Level**
College Diploma

**Career Level**
4 years of relevant experience

The Office of the Associate Dean (Academic) supports nearly 5,000 undergraduate students registered in programs offered by 12 academic units. The Office of the Associate Dean (Academic) handles the admission, academic advising, enrollment and reviewing of all undergraduate students in the Faculty of Social Sciences. It is also the home for the Experiential Education initiatives offered by the Faculty of Social Sciences to our students including the coordination of course placements, internships, and career preparation opportunities.

**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**:

- Must be highly organized, detail-oriented and able to multi-task
- Must be empathetic to a diverse group of students and have good listening skills
- Must be able to work under pressure to meet strict academic deadlines
- Strong communications and interpersonal skills
- Must be prepared to work effectively with people from a range of different backgrounds, including faculty, students and staff. This includes expertise and tact in dealing with the rights and requirements of specific student groups including students with disabilities, first generation students, international students and newcomers to Canada.
- Excellent computing skills
- Proven problem-solving abilities
- Ability to work independently, as well as part of a team

**Additional Information**:
The Administrative Assistant III assumes multiple responsibilities for undergraduate curriculum, calendar copy, grade submissions, course scheduling, routine budget and
financial transactions, and student awards. The Ad

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