Administrative Coordinator

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**

35 hours per week, 8:30am-4:30pm, M-F.
some evening and weekends.

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

**Career Level**
Requires 1 year of relevant experience.

**About Student Accessibility Services**

**Student Accessibility Services** provides compassionate, individualized services to students with disabilities (temporary and permanent) with an integrated support structure, including the facilitation of academic accommodations, programming, accommodated testing, and support services. We assist students with disabilities to reach their potential with a service that aims for students to experience full participation, independence, empowerment, and equality.

**About the position**

Utilizing a customer-focused approach, the Administrative Coordinator works both independently and collaboratively to provide administrative support to the department as well as critical stakeholders, including students, parents, staff, and faculty. The role requires **exceptional attention to detail** and the ability to respond to client requests in a timely and professional manner. To be **successful** in this role, you must have a passion for customer service excellence and building strong and positive relationships with diverse stakeholders.

**Job Summary**:
Provide administrative support to the front desk of the department, and responding to general queries from clients (students, staff, faculty/ instructors, parents, guests). Provide support for test and examination scheduling and administration. Responsible for providing assistance to the department and support with general administration of all undergraduate examinations, including scheduling and booking rooms.

**Purpose and Key Functions**:

- Conduct database searches to determine the appropriate room type to accommodate requests.
- Provide scheduling and examination procedures, rules, and regulations information to others.
- Schedule student service appointments.
- Schedule and check shift assignments for invigilators to ensure adequate coverage for examinations.
- Review the format of examinations to ensure that they conform to established University standards.
- Enter data into database to schedule and administer tests and examinations for students.
- Communicate with instructors to ensure test/exam copies are available for test/exam administration.
- Use data system to send test/ exam booking confirmations, as requested.
- Post room change notifications as required.
- Support printing and packing the test/exam copies as required.
- Review the format of test/exam copies to ensure that they conform to established University standards.
- Set up the test rooms for invigilators, ensuring stationary is available in the test rooms.
- Set up and maintain filing systems of test copies.
- Create and send reports to faculty and instructors.
- Deal sensitively, responsibly and calmly with students who present with serious medical, social, and psychological issues, and refer to appropriate care.
- Support academic accommodation planning.

**Supervision**:

- Ensure adherence to quality standards and procedures for short-term staff.

**Requirements**:

- 2 year Community College diploma in Office Administration or a related field of study.
- Requires 1 year of relevant experience.

**Assets**:

- Strong attention to detail, ability to multi-task, and work with accuracy and efficiency in a fast-paced environment.
- Experience in supporting students with disabilities.
- Strong problem-solving skills and resourcefulness.
- Works well in a team environment as well as individually.
- Interpersonal skills, diplomacy, tact, professionalism, and courteousness.
- Acts with integrity and maintains confidential information.
- Excellent written communication skills.
- Experience using scheduling software and experience with student information systems (PS Mosaic).
- Experience with supporting accommodated test administration.
- Working knowledge of Outlook and Microsoft Office is preferred.

**Additional Information**:
This role will require some evening and weekend work shifts.

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Gr

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