Administrative Assistant

4 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
8:30 am - 4:30 pm (Hybrid)

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

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

**Administrative Assistant (III)**

McMaster University is ranked among the top 80 universities globally and is recognized as Canada’s Most Research Intense University. We serve our community and society by nurturing and supporting the fulfillment of human potential: inspiring creativity and critical thinking, promoting an enduring love of learning and the habit of inquiry, and undertaking innovative research that extends the boundaries and enhances the efficacy of knowledge. We are focused on advancing human and societal health and well-being, working across disciplines to find creative solutions to complex problems, helping to improve people’s lives and build a brighter future for all. As a result, we are consistently recognized as one of the top employers in the Hamilton/Niagara region and have been recognized as one of Canada’s Top Diversity employers in each of 2019, 2020 and 2021.

**About the Position**

The Faculty of Engineering has over 7000 undergraduate students. This role will be the first point of contact in the Office of the Associate Dean (Academic), Academic Advising Office. The imcumbent will have a focus on leading and running the office Live Chat platform along with implementing and supporting new strategies that will use technology with a particular focus on improving student services to promote student success. This position will work collaboratively with the administrative assistant, work-study students, and acacdemic advisors to implement and support student-centred solutions. This is hybrid position with work from home 2 days and 3 day in the office.

**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.
- 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.

knowledge of policies and procedures.
- 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.

**Supervision**:

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

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampu

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