Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday, 8:30 - 4:30

**Education Level**
Community College Diploma in Office Admin or related field of study.

**Career Level**
Experienced

**Administrative Assistant (III)**

JD #: JD00643

Officially launched in 2016, the CPN is a pan-Canadian collaboration of patients, researchers, healthcare professionals, educators, industry and government policy advisors and is aimed at directing new research in chronic pain, training researchers and clinicians and translating findings into knowledge and policy.

Located within the Faculty of Health Sciences at McMaster University, key initiatives of the network include:

- knowledge mobilization and implementation science,
- training and mentoring,
- patient-oriented research,
- Indigenous health,
- equity, diversity and inclusion principles, and
- chronic pain patient registry.

Reporting to the Managing Director and working closely with the Nominated Principal Applicant, the Administrative Assistant (III) will have exposure to providing a full range of administrative support for these initiatives.

**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.

**Purpose and Key Functions**:

- 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.
- 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.
- Classify, sort, and file correspondence, records, and other documents.
- Update and maintain confidential files and records.
- Handle sensitive material in accordance with established policies.
- 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 4 years of relevant experience.

**Assets**:

- Experience with supporting a social media strategy and using social media networks for business purposes, including tools such as HootSuite would be considered an asset

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.

**How To Apply**

**Employment Equity Statement**

McMaster Universit

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