Administrative Assistant

5 months ago

Hamilton, Canada McMaster University Full time

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

**Education Level**
College Diploma

**Career Level**
Non-Manager

**JD #**:
JD0643

**Pay Grade**:
6

**Title**:
Administrative Assistant III

**Unit/Project Description**:
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, educators, and
trainees whose collective mission is to improve the wellbeing of children and their families. The department is led by the Chair/Chief of Pediatrics
with an executive of Deputy Chief, Associate Chairs, Education, Research, Academic, and EDI, and an Administrative Director.

The primary focus of this administrative role will be to support the Associate Chair, Education, and the coordination of department education-based
activities. As a member of the administrative team, the assistant will be a collaborative partner, and could be involved in other departmental
projects, events, and initiatives.

Key functions of this position include coordination of grand rounds, tracking and analyzing academic teaching metrics including, teaching
evaluations and education contribution hours, organizing department education events, organizing and minuting education committee meetings,
supporting faculty and administrative staff with education related inquiries, and facilitating education communications, contributing to creating and
promoting departmental education strategies and key initiatives. To be successful in this position, the assistant must have initiative, strong
organizational and time management skills, work well independently, and within a 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. Responsible for providing direction to others in how to carry out work tasks.

**Key Purpose & 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.
- 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.

Requires 4 years of relevant experience.

**Additional Information**:

- Experience with

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