Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday, 8:00am - 4:00pm

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

**Career Level**
Intermediate

**About McMaster**

At **McMaster University,** we strive to attract, develop, and retain talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of everyone. McMaster is one of the Top 70 Universities in the World and is recognized as Canada’s Most Research-Intensive University. McMaster continues to be recognized as one of the top employers in the Hamilton/Niagara region and one of Canada’s Top Diversity employers.

**Our Faculty and Culture of Excellence**

The **Faculty of Health Sciences (FHS)**, the largest Faculty within McMaster, is unique as the only Canadian university that combines schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Bachelor of Health Sciences, physician assistant and postgraduate health sciences education within one faculty. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster and the Faculty among the top 50 universities in the world for health and medicine.

Those who join FHS** **will find a community of 5,400 talented individuals who are inspired by the faculty’s commitment to our values of **interprofessional collaboration**, **commitment to our communities**, **accountability**, **innovation**, **excellence**, **integrity**, **respect**, and **optimism**.

**The Opportunity**

The **Animal Care Program** at McMaster University operates as a Central Service/core facility within 8 distinct animal (multi-species) facilities and numerous procedural spaces across campus. Collectively, these facilities house more than 25,000 animals. Facilities are distributed across the McMaster University campus, and at St. Joseph’s Healthcare Hamilton, McMaster Innovation Park, the Juravinski Cancer Center, and the David Braley Research Institute (DBRI) at Hamilton Health Sciences.
- Key functions include the following:_
Establish priorities for general office operations.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.

inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
- 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.

**Additional Information**:
This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

**What We Offer**

In addition to joining a _Top Ranked University_, McMaster offers a very competitive **Total Compensation Package** that includes, but is not limited to:

- Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
- Progressive paid Annual Vacation Plan.
- Participation in a competitive

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