Admin. Assistant

4 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday-Friday 8:00-4:00, 35 hours/week

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

**Career Level**
Requires 3 years of relevant experience.

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.

**JD/TJD #**

JD00091

**Pay Grade**:
5

**Title**:
Administrative Assistant (II)

**Unit/Project Description**:
The Standardized Patient Program (SPP) in the Centre for Simulation-Based Learning (CSBL) of Education Services is seeking an Administrative Assistant.

The SPP trains SPs to realistically reproduce the history, physical and emotional findings of a medical case, for use in training of healthcare providers.

The CSBL is located on McMaster’s main campus, within the Health Sciences Centre.

**Job Summary**:
Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

**Purpose and Key Functions**:

- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Utilize discretion and judgement to screen visitors and telephone calls, and notify appropriate personnel.
- Provide policy and procedure information to others.
- 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.
- 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.
- Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
- 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.
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- 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.

**Requirements**:
2 year Community College diploma in Office Administration or related field of study.

Requires 3 years of relevant experience.

**Assets**:

- A Medical Terminology certificate is considered an asset.
- Proven experience with Mosaic human resources and financial components.

**Additional Information**:
Position requirements:

- Advanced skills in the complete Microsoft Office Suite, including OneDrive, SharePoint, and Teams, are essential. Database maintenance: updating, verifying, and maintaining is of particular importance. Proficiency with Excel is essential.
- Demonstrated experience with petty cash, monitoring and forecasting budgets, accounts payables, and accounts receivables.
- Proficiency and experience with processing high-volume payroll and hiring, including requisitions, offer letters, time capture etc.
- Proficiency with video conferencing platforms, including Zoom and Teams.
- Understanding of the policies and procedures of the university, medical education, and local community hospitals and their respective relationships.
- Strong time management and organizational skills to be able to successfully manage tight deadlines and assign priority to competing demands.
- Proven event planning and coordination skills.
- Exceptional record-keeping skills, with attention to detail and accuracy.
- Demonstrated experience supporting committees, including minute taking.
- Working knowledge of Standardized Patients and their function in education; working knowledge of the Standardized Patient Program at McMaster.
- Working knowledge and experience with Objective Structured Clinical Examinations
- Excellent spelling, punctuation, and command of the English language (both written and spoken).
- Experience liaising with client groups and providing clients with estimates of costs for various services.
- Confidentiality

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