Administrative Assistant

2 weeks ago

Hamilton, Canada McMaster University Full time

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

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

**Career Level**
Requires 4 years of relevant experience

**Unit/Project Description**:
**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.

**Supervision**:

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

**Assets**:

- Exceptional communication and organizational (both oral and written) skills
- Experience in managing scheduling calendars and proactively resolving calendar conflicts
- Experience with gathering, compiling and analysing data from various information sources, with a high familiarity with Excel
- Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat
- Previous experience working with Mosaic
- Knowledge of McMaster University research offices (ROADS, MILO, Research Finance) and research policies
- Experience with community and industry groups
- Strong commitment to advancing and supporting equity, diversity and inclusion, a focus of the Faculty of Science and McMaster University

**Additional Information**:

- Strong administrative skills with a high attention to detail
- Commitment to maintaining a professional office environment
- Ability to work independently on sometimes tight timelines and on multiple projects
- Very strong interpersonal skills and the ability to build and maintain relationships with faculty members, Faculty staff, McMaster stakeholders and external partners
- Flexibility and willingness to adapt quickly to changing priorities and tasks
- Experience in working on multiple projects simultaneously with competing timelines
- Ability to easily collaborate within a team environment
- Demonstrated high level of initiative and follow through, but willing to as

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