Administrative Assistant Ii, Dfm Research

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**

Monday - Friday, 8:30AM-4:30PM

35 Hours Per Week

Hybrid Working Accomodation

**Education Level**

2 year Community College diploma in Office Administration or related field of study.

**Career Level**

3 years of relevant experience

**Job Description Number**

JD00091
- 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._

We are seeking an enthusiastic and highly organized **Administrative Assistant (II)** to support the work of the **Department of Family Medicine Research Team** and the **David Braley Primary Care Research Collaborative** as a member of our administrative team.

Reporting to the Manager of Research and liaising closely with the Research Administrative Coordinator, the Research Administrative Assistant shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and racialized communities and to creating and sustaining an equitable, diverse and inclusive workplace for all.

This role is for an **18-month term **to provide Maternity Leave coverage for a member of our existing team.

**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.
- 3 years of relevant experience.

**Assets**:
The incumbent will have previous experience working with faculty, staff and learners in a primary healthcare research environment and excellent knowledge of McMaster University policies and procedures specifically as they relate to research finance and human resources.

Additional competencies will include:

- Demonstrated experience working with PeopleSoft programs, specifically MOSAIC finance and human resources modules;
- Excellent communication skills in person and online;
- Demonstrated organizational skills in a busy office environment;
- Experience with budget monitoring, management and reporting to granting agencies;

**Additional Information**:
Flexibility is necessary as the position may require the incumbent to work occasional early mornings, evenings and weekends.

McMaster Department of Family Medicine is returning to the workplace and adopting a hybrid approach for staff to work both at home and in the office. Here are some things to note about our office space:

- Our office building is in downtown Hamilton and accessible via public transit.
- Our offices are located on levels 2-6, which are all wheelchair accessible.
- Gender-inclusive public washrooms are available on site.

**What We Offer**:
In addition to joining a Top Ranked

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