Administrative Assistant, Academic

2 weeks ago

Hamilton, Canada McMaster University Full time

The W Booth School of Engineering Practice and Technology (SEPT) within McMaster University’s Faculty of Engineering is dedicated to student-centered experiential learning through flexible, adaptable and innovative programs and teaching using state of the art resources and facilities. The learning environment emphasizes hands-on education and transferable skills to produce engaged graduates ready to serve a diversity of community and societal needs. With key partners such as the Canadian Manufacturers & Exporters groups, the W Booth School of Engineering Practice and Technology has a unique opportunity to reach out to more than 25,000 enterprises across Canada.

The Administrative Assistant, Academic III supports the Undergraduate Programs of the School of Engineering Practice and Technology (SEPT), as well as provides administrative services to SEPT's faculty, students, Program Chairs, Associate Directors and Business Manager. Major responsibilities include: managing curriculum updates and timetabling; supporting students in the registration process, including resolving timetable conflicts; supporting course instructors through the academic integrity process; assisting with IQAP and departmental review processes; updating the department website, and social media presence; co-ordinating and/or assisting with special events including recruiting activities, and other various duties as assigned by the Business Manager.

**Job Summary**:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

**Purpose and Key Functions**:

- 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.
- Deliver a variety of academic program or department presentations.
- 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
- 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, 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 arrangements.
- 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.
- Upd

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