Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Wed/Thurs/Fri 8:30-4:30, 21 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.

Education Services is seeking an Administrative Assistant for the Foundation for Medical Practice Education (FMPE). The FMPE is a Canadian non-profit organization dedicated to the development, production and evaluation of continuing medical educational (CME) programs for community-based primary care practitioners. It has been recognized as best Continuing Professional Development (CPD) program in 2012 by the College of Family Physicians of Canada and currently has over 6500 family physician members. This represents approximately 20% of family physicians with certification in family medicine across all Canadian provinces and territories. Over the past 30 years, the FMPE has produced more than 300 educational modules for primary care practitioners.

Reporting to the Director of Administration and supporting the Practice Based Learning Programs (PBLP), the Administrative Assistant will be responsible for Accounts Receivable/Payable, customer service, program support, account reconciliation, staff/member invoicing, all within the required scopes and timelines.

**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**:

- 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.
- 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, 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 3 years of relevant experience.

**Assets**:
Bilingual (written and spoken English and French) would be an asset

**Additional Information**:
Position requirements:

- Excellent customer service experience and ability to build strong working relationships
- Experience in accounts payable/receivable, invoicing, audits, account reconciliation
- Experience using Mosaic and Quickbooks
- Experience using MS Office, MS Teams, Zoom
- Experience with databases; entering and editing detailed information with accuracy
- Experience with financial reporting
- Experience managing version control with exceptional attention to detail
- Experience working in continuing professional development and/or continuing medical education for physicians would be an asset
- Experience in a membership based organization
- Experience working with medical residents and/or family physicians, knowledge of certification requirements for physicians would be an asset
- Ability to change from one task to another in a busy working environment
- Ability to work remotely and/or in office

This position may require you to travel and to work outside of your regular work schedule includ

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