Administrative Assistant

4 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon to Fri 830-430

**Education Level**
Post Secondary Education in Administration or Human Resources

**Career Level**
3 to 5 years of experience

**Hourly Rate**
Band G

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

**Administrative Assistant; Faculty of Health Sciences F**a**culty R**e**l**a**tions**

Job Overview:
McMaster University’s Faculty of Health Sciences (FHS) is unique as the only Canadian university that combines, in one Faculty, schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Bachelor of Health Sciences, physician assistant and postgraduate health sciences education. With over 2000 staff members, 850 full-time and 2600 part-time faculty members, the Faculty thrives on it’s inter professional and collaborative approach to healthcare and learning.

The Administrative Assistant, Faculty Relations, reports to the Manager, Faculty Relations, and is part of the administrative team in the Office of the Dean and Vice President and FHS HR and works closely with the other members of administration to ensure that excellent service is provided.

The incumbent ensures comprehensive and accurate documentation of all activities within the scope of responsibility, including creation and maintenance of the official academic files for all full-time faculty within the Faculty of Health Sciences. Also, responsibilities include coordination of a variety of administrative duties in support of the Faculty Relations office including arranging travel and accommodations for recruits, meeting management and database management.

The Administrative Assistant’s work assignments are complex in nature, requiring considerable initiative, resourcefulness, judgement, and accuracy. The personal and professional skill sets of this position require an individual who can excel in a fast paced, results-oriented and dynamic environment. The individual must enjoy working within a team and needs to have the ability to plan and follow up on details, and to build strong working relationships with people across the University.

Accountabilities:

- Responsible for the accuracy and production of all faculty appointment letters which include tenure and promotion clocks, research leave clocks and any special considerations given.
- Reviews submitted documentation required to produce all types of faculty appointment letters to ensure comprehensive, accurate and fully complete documentation.
- Manages the records of the Faculty Relations Office including archiving and document management.
- Support transactions in Peoplesoft system regarding all Human Resource and Finance functions pertaining to Faculty appointments. Aids departments and Faculties on how to use the system, troubleshoots and provides solutions or work arounds with respect to faculty hirings, creating faculty admin job openings, attaching documentation, etc.
- Updates that faculty data accurately into university databases. This includes entry of appointment renewals, promotions, research, and other leaves, as well as confidential personal information including start and end dates and eligibility for tenure.
- Makes all necessary travel arrangements and manages all expense reimbursement requests for Faculty Recruitment.
- Provides overall administrative support, including managing correspondence; assisting with advancing technology, participates on project teams and performing other related administrative duties.

Qualifications:

- Education**:A post-secondary Education or equivalent
- Experience: 3 - 5 years' office administration experience including the provision of a full range of support, preferably in a post-secondary educational setting.

Knowledge/Skills:

- Demonstrated knowledge and skills to foster a respectful and inclusive environment.
- Proven ability to exercise initiative, sound judgement, tact and diplomacy, and to maintain confidentiality.
- Ability to interact with a diversity of individuals at every level of the institution.
- Strong interpersonal, organizational and communication (both written and oral) skills
- Self-motivated, self-directed and able to work independently and in a team environment
- Exceptional time management and organizational skills with ability to manage multiple demands and competing priorities.
- Advanced computer skills for word processing, spread sheets and databases; knowledge of Microsoft Office
- Knowledge of webpage design and management an asset
- Exceptional attention to detail and analytical skills

Leadership Effectiveness:
McMaster's core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders w

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