Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

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

**Education Level**
Experienced(non-manager)

**Career Level**
College Diploma

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 #**:
00760

**Pay Grade**:
7

**Title**:
Administrative Assistant (IV)

**Unit/Project Description**:
**About Us**

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers.

Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

**How We Work**:
We invite you to find out more about us here:

- _______________________________

This role is responsible for providing administrative support to the Division Head/Chief/Medical Director of Pediatric Emergency Medicine within a clinical, academic and medical research environment. The successful applicant will provide a full range of administrative duties that require a thorough understanding of the University and Hospital organizations, functions, policies and procedures. Acting in a supervisory capacity to multiple admins, within an ever-growing and changing Division, the Admin Coordinator will need to demonstrate superior interpersonal and communication skills. This position handles a large amount of confidential material and sensitive matters and will need to be able to handle competing priorities on a daily basis while ensuring the smooth running of the day-to-day operations of a fast -paced Division with 20+ GFT/CFT members and Locums as well as Research staff.

**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. Supervises and directs the work activities of up to four continuing employees.
- 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.
- S

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