Administrative Assistant

3 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday, 8:30am-4:30pm.

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

**Career Level**
Requires 5 years of relevant experience, including one year of supervisory experience.

**JD #**

JD0760

**Pay Grade**:
7

**Title**:

- Administrative Assistant (IV)

**Unit/Project Description**:
Reporting to the Manager of Education Operations, the Administrative Assistant IV will oversee the administrative operations of the Division of Emergency Medicine (EM) and Enhanced Skills residency program. The incumbent will also be responsible for Overall Enhanced Skills Program support within the Department of Family Medicine (DFM).

As an essential member of the DFM and Division of EM, the Administrative Assistant IV will be responsible for administrative support to the EM Division Director, the CCFP-EM Program Leadership Team, and accountable to the Overall Program Director in connection with our other enhanced skills programs. The incumbent will develop, implement, and make recommendations for the Emergency Medicine Alternate Funding Plan (AFP) budget. They will oversee the CCFP-EM admissions process and coordinate clinical and academic sessions that align with requirements outlined in the accreditation standards. They will be responsible for engagement events and projects involving faculty and residents.

The Administrative Assistant IV will work collaboratively with a variety of staff and faculty, as part of the larger DFM education administrative team.

**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.

**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.
- 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.

**Supervision**:

- Supervise and direct the activities of up to 4 continuing employees.

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

Requires 5 years of relevant experience, including one year of supervisory experience.

**Assets**:
Position requirements incl

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