Administrative Assistant

1 month ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday, 8:30 am - 4:30 pm; some evening & weekends required during peak times

**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 #**

JD01199

**Pay Grade**:
6

**Title**:
Administrative Assistant

**Unit/Project Description**:
The DeGroote’s Student Experience team supports all students at the DeGroote School of Business - MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by three values: Generosity, Innovation and Collaboration.

As part of Student Experience, the Career and Professional Development BCom team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 3200 BCom students.

This centralized administrative support role, Associate - Career & Professional Development (BCom) will deliver exceptional administrative, logístical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communication (including website updates), office and operational logistics (Including Content Management System and various online tools), to name a few.

The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening and operational knowledge to ensure our primary stakeholders are supported and receive a high level of customer service. The incumbent must demonstrate problem solving and proactive resolution of front-line inquiries.

**Job Summary**:
Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.

**Purpose and Key Functions**:

- Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.
- Provide information to prospective and current students regarding service offerings at outreach events.
- Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
- Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.
- Act as first point of contact and provide internal support for content management system.
- Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.
- Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.
- Track and monitor various metrics for both internal and external reporting.
- Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
- Schedule student interviews and resolve scheduling conflicts.
- Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
- Write a variety of documents including but not limited to, correspondence, reports and information bulletins.
- Create, update and maintain a variety of spreadsheets, forms and templates.
- Update and maintain information in a variety of databases, including websites, and notations on academic transcripts
- Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Use a point of sale machine to process financial transactions and ensure event payments are received.
- Source pricing information and monitor contracts for services and supplies.
- Prepare, collate, copy and distribute materials for meetings and events.
- Set up and maintain filing systems and confidential files electronically.
- Maintain and safeguard the confidentiality of information.

**Requirements**:

- 2 year Community College diploma in Office Administration or related field.
- Requires a minimum of 3 years of relevant experience.

**Assets**:
Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention

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