Administrative Assistant

5 months ago

Hamilton, Canada McMaster University Full time

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

**Education Level**
- Post-secondary education or equivalent experience
- Office administration and financial management training

**Career Level**
- 5 years of experience in providing a full range of executive support to senior leader or administrator (preferably in a post-secondary educational setting)
- Project management
- Financial management
- Risk management and insurance experience an asset

**_This is a shared position between the Office of the Vice-President (Operations and Finance), the Chief Risk Office, and Internal Audit Services._**

**Background**

Office of the Vice-President (Operations and Finance)

Chief Risk Office (CRO)

The Chief Risk Office includes an enterprise-level risk management function that coordinates the overall risk architecture of McMaster. The Enterprise Risk Management (ERM) program ensures that all risks affecting the realization of the university’s goals and objectives are effectively identified, managed on a prioritized basis and leadership is alerted to critical changes. An integral part of the risk management function is to manage the insurance program as well as supporting the Crisis Management Group; a group comprised of senior leadership and aligning the CMG Group objectives with the ERM program.

Internal Audit Services (IAS)

IAS provides McMaster (management and the Board) with independent and objective assurance, and advisory services designed to add value and improve processes and operations. By bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes, IAS help the University accomplish its objectives. IAS is also overseeing and managing the University ethics hotline.

**Job Summary**

We are seeking a dynamic Administrative Assistant to provide comprehensive administrative support to three offices:

- 40% Office of the Vice-President (Operations and Finance)
- 40% Chief Risk Office
- 20% Internal Audit Services

The Administrative Assistant reports to the Associate Director, Strategic Initiatives in the Office of the VPOF. The Administrative Assistant understands that performance of all duties related to this role must be conducted in a manner that fosters a culture of openness, respect, fairness and inclusion and will provide overall office management, financial management and administrative support to the Office of the VPOF, including back-up to the VPOF’s Executive Assistant, as well as the Chief Risk Officer, and the Chief Internal Auditor.

Activities include preparing high-level presentations for various Committees, coordinating the committee meetings, liaising with stakeholders in information/data captures, analysis, reports development and pan-University communication initiatives.

The Administrative Assistant’s work assignments are complex in nature, requiring considerable initiative, resourcefulness, judgement, confidentiality, tact and discretion. This position offers an opportunity to be an integral part of the organization, contributing to its overall success by ensuring effective administration and human resources support. If you are a detail-oriented and versatile professional looking to make a difference, we encourage you to apply.

**Accountabilities**

Office and finance administration duties

1. Assist offices in preparing and monitoring departmental budgets, ensuring financial stability.
2. Maintain financial accounts through monthly reconciliations and tracking spreadsheets.
3. Confirm invoice accuracy and liaise with external third parties for corrections, managing invoice payments.
4. Prepare various financial documents, including cheque requisitions, travel advances, and journal entries.
5. Manage expense reimbursement requests for team members.
6. Handle confidential and privileged materials with discretion, following University policies.
7. Monitor fiscal year expenditures and report on all programs within the department to inform budget preparation.
8. Serve as the first point of contact, managing reception duties, inquiries, and appointments.
9. Coordinate logistics for meetings and special events, including location, scheduling, and participant invitations.
10. Provide administrative support, such as calendar maintenance, meeting attendance, and travel arrangements.
11. Independently manage and respond to inquiries requiring in-depth department knowledge and University policies.
12. Provide overall office management support, including minute-taking and troubleshooting technology-related issues, and facilities requests.
13. Conduct research, collect and synthesize data, and prepare reports as requested.
14. Perform other related administrative duties as required.

Human Resources

1. Process HR transactions including time reporting, payroll approvals, and changes to employee information.
3. Coordinate onboarding and orientation for new hires in collaboration with managers.
4. Assist in planning,

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