Academic Admin Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday-Friday, 8:30 a.m. to 4:30 p.m.

**Education Level**
2 year College diploma

**Career Level**
3 years of relevant experience

**About the Department of Chemistry and Chemical Biology & Chemistry Graduate Program**

The Department of Chemistry & Chemical Biology, with a contingent of approximately 30 full-time faculty members, conducts leading-edge research and top-tier training of undergraduate and graduate students. We offer undergraduate programs in Chemistry, Chemical Biology, and Sustainable Chemistry, including co-operative education options. Our state-of-the-art laboratory facilities and instrumentation facilitate both education and research, and we maintain rich collaborative relationships with many departments across campus.

**About the position**

We are seeking an experienced administrative assistant to support our Chemistry Graduate Program which is currently comprised of approximately 70 students. This role will be expected to work under general direction within a clear framework of accountability, and exercise substantial personal responsibility to deliver results. The Chemistry Graduate Program portfolio includes supporting recruitment, monitoring in-course students proactively, and special projects related to strategic recruitment and website/social media updates.

**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 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. 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, cirricula, and admission.
- 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 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 arrangements.
- Monitor and order office supplies.
- Source and obtain pricing information for office supplies and equipme

  • Shop Admin Assistant

    5 months ago

    Hamilton, Canada Oakridge Landscape Contractors Full time

    For more than 30 years, Oakridge Landscape Contractors has been dedicated to creating beautiful landscapes for clients in Southern Ontario. Our award-winning services have made us a leader in our industry and our talented team helps us achieve excellence in our work. **Shop Admin Assistant**: **Pay Rate**: - Location: Hamilton, ON. - Pay: $20.00 to $22.00...

  • Admin Asst, Academic(Ii)

    5 months ago

    Hamilton, Canada McMaster University Full time

    -Schedule Monday to Friday 8:30am - 4:30pm Education Level 2 year Community College diploma in Office Administration or related field of study. Career Level Requires 3 years of relevant experience. We are seeking an experienced administrative assistant to support our Indigenous Studies Undergraduate Program. The Indigenous Studies Department is home to the...

  • Admin Asst, Academic(Ii)

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Mon - Wed, 8:30-4:30 Thursday, 8:30- 12:00 **Education Level** 2 year Community College diploma in Office Administration or related field of study. **Career Level** Requires 3 years of relevant experience. **JD/TJD #** JD00645 **Pay Grade**: 5 **Title**: Administrative Assistant, Academic (II) **Unit/Project Description**: - For...

  • Admin Asst, Academic(Ii)

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday - Friday 8:30- 4:30 **Education Level** 2 year Community College diploma in Office Administration or related field of study. **Career Level** Requires 3 years of relevant experience. **JD/TJD #** JD00645 **Pay Grade**: 5 **Title**: Administrative Assistant, Academic (II) **Unit/Project Description**: - For Department use...

  • Shop Admin Assistant

    6 months ago

    Hamilton, Canada Oakridge Landscape Contractors Full time

    For more than 30 years, **Oakridge Landscape Contractors** has been dedicated to creating beautiful landscapes for clients in Southern Ontario. Our award-winning services have made us a leader in our industry and our talented team helps us achieve excellence in our work. **Pay Rate**: - Location: Hamilton, ON - Pay**:$19.00 to $21.00 per hour**, depending...

  • Accounting Admin Clerk

    6 months ago

    Hamilton, Canada Mabel's Labels Full time

    Mabel’s Labels is the leading provider of personalized kids’ labels to families across North America. Our mission is to delight our customers and community, make their lives easier and keep them connected to what they value the most. For the last 19 years, we’ve been selling durable and waterproof peel-and-stick labels to parents who want to avoid...

  • Admin Asst, Academic

    6 months ago

    Hamilton, Canada McMaster University Full time

    Schedule Monday to Friday 8:30am -4:30pm - Education Level 2 year Community College diploma in Office Administration or related field of study. - Career Level Requires 3 years of relevant experience - The Indigenous Studies Department is home to the existing undergraduate program, a planned graduate program, and research and community-focused activities. The...

  • Assistant Academic Department Manager

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday - Friday, 8:30am - 4:30pm. **Education Level** Bachelor’s level degree in a relevant field, or working towards a professional designation such as a CPA, MBA etc. **Career Level** 3- 5 years of supervisory or managerial experience. **Department Description** The **Department of Psychology, Neuroscience & Behaviour (PNB) **is an...

  • Education Assistant

    1 week ago

    Hamilton, Ontario, Canada Aitchison School of Canada Inc. Full time

    We are seeking an Education Assistant - Academic Support to join our team at Aitchison School of Canada Inc.About the RoleThe Education Assistant - Academic Support will provide academic support to students in a classroom setting. This includes assisting students with their assignments, reinforcing learning and retention concepts under the supervision of the...

  • Admin Asst, Academic(Ii) economics

    6 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Mon. - Fri., 8:30 am - 4:30 pm Hybrid arrangement is an option **Education Level** 2-year Community College diploma in Office Administration or related field of study **Career Level** Requires 3 years of relevant experience Job Summary: Responsible for providing administrative support for an academic program or department that requires a...

  • Shop Admin

    5 months ago

    Hamilton, Canada Oakridge Landscape Contractors Full time

    For more than 30 years, Oakridge Landscape Contractors has been dedicated to creating beautiful landscapes for clients in Southern Ontario. Our award-winning services have made us a leader in our industry and our talented team helps us achieve excellence in our work. **Pay Rate**: - Location: Hamilton, ON - Pay: $19.00 to $21.00 per hour, depending on...

  • Resource Admin

    5 months ago

    Hamilton, Canada CBI Health Full time

    CBI Health is Canada’s leading community healthcare provider, and our passionate team is at the heart of what we do. Every day, our 13,000 staff make a meaningful difference in our clients’ lives as we live the core values that define us: heart, respect, reliability, teamwork and innovation. Along with mentoring and continuous learning opportunities to...

  • Academic Advisor

    2 months ago

    Hamilton, Canada McMaster University Full time

    Job Summary: The Academic Advisor provides accurate and informed academic advice to students. Responsible for recruiting academically strong students, assessing admission applications, and scrutinizing and approving registrations for a large, multi-disciplinary Faculty. Purpose and Key Functions: Make independent admission decisions based on...

  • Administrative Assistant, Academic

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday-Friday 8:30-4:30, 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. **Administrative Assistant, Academic (II)** **JD00676** **Unit/Project Description**: The Undergraduate Medical Education (UGME) Program is...

  • Academic Advisor

    2 weeks ago

    Hamilton, Canada McMaster University Full time

    **Regular/Temporary** - Temporary **Job Title** - Academic Advisor**Job ID** - 65101 **Location** - HSC- Central Campus**Open Date** - 11/13/2024 **Job Type** - Limited Term (>12 months) **Close Date** - 11/27/2024 **Employee Group** - Unifor Unit 1, Staff **Favorite Job** **Department** - Nursing **Salary Grade/Band** - Grade 9 **Salary Range** -...

  • Academic Advisor

    6 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday to Friday 8:30am to 4:30 pm 35 hours per week Hybrid Working Arrangement **Education Level** Bachelor's degree in a relevant field. **Career Level** Requires 3 years of relevant experience. **Job Description Number** JD00001 The School of Nursing requires an Academic Advisor to provide academic advising to Bachelor of Science...

  • Assistant Academic Department Manager

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday - Friday, 8:30 a.m. - 4:30 p.m. **Education Level** Bachelor’s level degree in a relevant field or working towards a professional designation such as a CPA, MBA etc. **Career Level** 3- 5 years of supervisory or managerial experience. **About the School of Interdisciplinary Science** The **School of Interdisciplinary Science...

  • Ibiomed Program

    5 months ago

    Hamilton, Canada McMaster University Full time

    **Schedule** Monday - Friday; 8:30 am - 4:30 pm (Hybrid) **Education Level** Community College diploma in Office Administration or related field of study. **Career Level** Requires 3 years of relevant experience. **Unit/Project Description**: **General Description**: Responsible for providing administrative support for an academic program or department....

  • Admin Asst, Academic

    5 months ago

    Hamilton, Canada McMaster University Full time

    Schedule - Monday to Friday 8:30am -4:30pm - Education Level - 2 year Community College diploma in Office Administration or related field of study. - Career Level - Requires 3 years of relevant experience - The Indigenous Studies Department is home to the existing undergraduate program, the new graduate program, and research and community-focused activities....

  • Academic Gastroenterologist

    3 months ago

    Hamilton, Canada McMaster University Full time

    Job Description Academic Gastroenterologist  We are seeking a highly skilled and experienced academic gastroenterologist with a strong research focus in translational (bench-to-bedside) research in neuro-gastroenterology and motility. This position also requires expertise in endoscopic ultrasound, device-assisted enteroscopy, and other advanced...