Administrative Assistant to The Chair

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday 8:30am - 4:30pm

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

**Career Level**
Requires 3 years of relevant experience

JD 00709

**Unit Description**
McMaster’s Department of Kinesiology is a vibrant group of faculty, staff, postdoctoral fellows, and students who study the science of human movement.

We are seeking an experienced Administrative Assistant with a high level of leadership, interpersonal and organizational skills to oversee the Chair's Office. The incumbent will be a member of our Administrative Team that supports the Chair in the delivery of the Department of Kinesiology academic mission.

**Job Summary**
Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Provides administrative and analytical support to the Chair in a variety of areas. Coordinates activities on the Chair's behalf. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.

**Purpose and Key Functions**
- Act as a point person for all staff who support the Chair.
- Provide analytical and administrative support to the Chair on a variety of departmental issues, projects, and programs.
- Prepare detailed briefing materials for the Chair prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
- Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
- Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.
- Support the administration and coordination of the election processes to fill vacancies on departmental committees.
- Follow-up on and ensure appropriate implementation of decisions made by the Chair.
- Resolve complex problems within area of responsibility and 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.
- 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.
- Provide policy and procedure information to others.
- Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full time staff.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Prioritize and schedule appointments for the Chair’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Write a variety of documents such as procedure manuals, reports, and minutes
- Draft correspondence on behalf of the Chair.
- 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.
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- 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.
- Requires 3 years of relevant experience.

**Assets**
- Strong interpersonal skills, including communication (verbal and written), active listening, and empathy.
- Demonstrated ability to work collaboratively as part of a team.
- Demonstrated ability to manage time effectively and work independently.
- Experience in an academic setting, working with faculty, support staff, and undergraduate students.
- Strong computer skills, including the use of all Microsoft 365 components.

**Additional Information**
- This position jointly reports to t

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