Admin Asst, Academic(Ii)

1 day ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon - Fri, 8:30-4:30

**Education Level**
College diploma in Office Administration or related field

**Career Level**
Mid-level

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

The Department of Philosophy conducts leading-edge research and top-tier training of undergraduate and graduate students in a wide range of areas of philosophy. We maintain rich collaborative relationships with many departments and programs across Humanities and
across campus and with various McMaster research institutes, including the Institute on Applied Ethics and Policy for Innovation.

The Department of Philosophy seeks an Administrative Assistant to join their dynamic team. The Administrative Assistant will assist with planning and maintaining the efficient operation of the Department’s Academic Programs with special focus on its Undergraduate Programs, in both Philosophy and Justice, Political Philosophy and Law (JPPL). The successful incumbent will provide support in all aspects of the programs including the implementation and resource management of the department. The incumbent plans and coordinates a variety of academic program or department events and activities and performs the duties of the position in accordance with established policies, procedures, and calendar of events.

General Description

Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.

Representative Duties & Responsibilities
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Provide program and admissions information to potential applicants, students and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department. Inform faculty of established procedures for exam preparation and grade submissions.
- Ensure that proper procedures are followed and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts.
- Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel a

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