Administrative Assistant

4 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
September 1 to June 30 Monday to Friday 8:30 am to 4:30 pm. July and August off.

**Education Level**
2 year Community College Diploma in Office Administration or related field.

**Career Level**
Requires 3 years of relevant experience

**JD/TJD #**

JD00091

**Pay Grade**:
5

**Title**:
Administrative Assistant (II)

**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 Faculty Relations Team which provides wrap-around support for our faculty members in all aspects of their academic experience. This Administrative Assistant II position is a seasonal role working 35 hours per week for 10 months per year, with July and August off.

Reporting to the Manager, Faculty Relations, the Administrative Assistant II is an integral member of the team focused on recruiting, engaging, supporting, recognizing and profiling the department’s full-time and part-time faculty members. In this customer service-based model, you will interact daily with faculty in a variety of human resources and administrative related activities. You will be the primary liaison for part-time faculty with respect to their academic appointment, and will assist in managing academic appointments and promotions for full-time faculty, ensuring compliance with relevant policies at both McMaster and HHS. You will also provide support to the team in delivering programs/events and initiatives designed to enhance faculty experience for over 1,500 faculty members. You will provide administrative support to the Manager, Faculty Relations and the Director, Faculty Experience Programs, and fulfill a key function in maintaining content on all relevant communications platforms (e.g. portal, web-site, social media, etc.). Additional foci for this role include assisting with the Department’s Faculty Development Program, Mentorship Program, and Awards and Recognition Program, and helping faculty members to: 1) navigate onboarding (e.g. MacID and access to all relevant systems), 2) maintain academic documents (e.g. curriculum vitae, MacFacts, McMaster Experts, etc.), 3) prepare presentations or other written materials, and 4) manage scheduling/calendars upon request. This role is an essential part of the daily operations of a busy administrative team which supports the Chair’s overall departmental mandate.

The Administrative Assistant II shares responsibility for modelling and supporting policies and practices that are aligned with the Department of Family Medicine’s commitment to truth and reconciliation with Indigenous Peoples and to creating and sustaining an equitable, diverse and inclusive workplace.

**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.

**Requirements**:
2 year Community College diploma in Office Administration or related field of study.

Requires 3 years of relevant experience.

*

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