Administrative Assistant

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday; 8:30 AM - 4:30 PM

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

**Career Level**
Requires 4 years of relevant experience.

**Aministrative Assistant**

JD#: JD00643

**Project Description**:
The School of Nursing requires an Administrative Assistant (III) to provide administrative support to the Assistant Dean, Graduate Nursing Programs, and Department Education Coordinator; and a portion of the School's full-time faculty complelement. McMaster University’s School of Nursing is one of Canada's most research-intensive nursing schools with world-class teaching and research faculty. The Administrative Assistant (III) is accountable to the Manager, Finance and Budgets, and works closely with the Assistant Dean, Graduate Nursing Programs, and Department Education Coordinator.

The Administrative Assistant (III) is accountable for developing and implementing general operations and administrative duties. Specific responsibilities include maintaining files for clinical appointments; managing new appointments; mailing; arranging meetings and required supporting documents; preparing briefing materials, reports and minutes; executing travel arrangements (conferences, flights, ground travel, etc.); distributing documents; providing regular updates on the status of administrative tasks; managing the Assistant Dean's calendar; communicating all schedule changes in a timely manner; preparing briefing materials for the Assistant Dean prior to meetings; and coordinating follow-up for action items and decisions made during meetings. The Administrative Assistant (III) will assist with data entry into MacFACTS and/or FHS database, and maintenance of internal databases.

Under the direction of the Manager, Finance and Budgets, the Administrative Asssistant (III) will support financial transactions such as completing expense reports.

**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.

**Purpose and Key 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

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