Executive Assistant to The Assistant Vice-president

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**

Part-Time, 21 Hours Per Week

Schedule Flexibility Available

Hybrid Working Accomodation

**Education Level**

Post-secondary education in Office administration or equivalent experience.

**Career Level**

5 to 10 years providing a full range of executive support to a senior leader or administrator.

The **Faculty of Health Sciences (FHS)** is the largest Faculty within McMaster University with funding of over $555 million per year, including $131 million in annual medical research funding. The Faculty has close to 6,000 students and 840 full-time faculty (with an additional 3,500 part time faculty). The Assistant Vice-President & Chief Administrative Officer (AVP & CAO), Faculty of Health Sciences is the most senior non-academic member of the Faculty, providing leadership and strategic direction to the Faculty for all non-academic functions.

**Job Summary**

The **Executive Assistant (EA)** coordinates a variety of administrative duties in support of the AVP & CAO, FHS. The Faculty is multi-faceted and has significant impact across the University. Work assignments are complex in nature, where considerable judgment, tact, creativity and initiative are required in resolving problems in a proactive manner. The EA must maintain a thorough knowledge of the University’s structure, policies and activities. This position works closely with the AVP and other senior leaders of the Faculty and University on a broad range of tasks internal and external to the University.

**Accountabilities**

**Administrative**:

- Understands the performance of all duties related to this role must be conducted with integrity, respect, trust, accountability and teamwork. In assessing workflows understands the need to be inclusive, open, and promote a culture of transparency. Understands the need to promote efficiency and maintain a balance that delivers upon the University mission for our students, Faculty and staff.
- Assesses, prioritizes and effectively streamlines the AVP & CAO's schedule requirements for both on and off campus locations. Reviews requests and coordinates schedules and meetings to ensure meeting and planning time is balanced. Maintains daily appointment calendar and coordinates the gathering and provision of meeting materials in electronic forms, to the extent possible, on the shared server.
- Schedule and coordinate a variety of events and activities such as strategic staff retreats, committee meetings, general meetings and other events as necessary while ensuring the most economical use of funding.
- Independently manages inquiries and requests and resolves problems requiring good business judgment, in-depth knowledge of the area and general knowledge of the University, its policies and procedures. Determines the appropriate course of action and who should assume responsibility for the resolution of each incoming request. Working within guidelines and policies, finds solutions to unanticipated problems and decides whether the complexity of a problem warrants the involvement of other more senior staff.
- Conducts research, collects data from both internal and external sources, compiles, processes and synthesizes data and interprets results in order to handle issues and prepare reports, meeting notes and requests in order to meet the needs of the portfolio, the University and/or other stakeholders.
- Assist management team with Human Resources activities for the department. Payroll changes, time entry, employment data changes, recruitment activities such as job posting entries, setting up interview appointments, etc.
- Responsible for team support/office administration. Organizes work flow, composes and edits correspondence on AVP & CAO's behalf, takes minutes of meetings, maintains confidential files, tracks health and safety training, maintains up-to-date vacation information, and organizes and performs other related key administrative duties.
- Coordinates the flow of information and directs data appropriately. Investigates specific issues and develops appropriate recommendations and responses. Acts as a contact person and collects, formats and disseminates information to others. Ensures information is clear, correct and in a form suitable to its intended audience.
- Handles sensitive/confidential material strictly in accordance with University policy and instructions.
- Makes all necessary travel arrangements and manages all expense reimbursement requests for the AVP & CAO while ensuring the most economical use of funding and that reimbursements are appropriately documented and submitted in a timely manner.
- Performs other related administrative duties as required.

**Financial**:

- Completes required paperwork for processing and the payment of invoices and other financial documents and ensure adequate documentation and support for transactions and reports.
- Processes, verifies and maintains a variety of financial and other business records and documents related to the AVP & CAO Office. Th

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