Administrative Assistant Iii

3 weeks ago

Hamilton, Canada McMaster University Full time

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

**Education Level**
College Diploma

**Career Level**
3 years of relevant experience

The W Booth School of Engineering Practice and Technology (SEPT) within McMaster University’s Faculty of Engineering is dedicated to student-centered experiential learning through flexible, adaptable, and innovative programs and teaching using state of the art resources and facilities. The learning environment emphasizes hands-on education and transferable skills to produce engaged graduates ready to serve a diversity of community and societal needs. With key partners such as the Canadian Manufacturers & Exporters groups, the W Booth School of Engineering Practice and Technology has a unique opportunity to reach out to more than 25,000 enterprises across Canada.

Reporting to the Assistant Academic Department Manager, the Administrative Assistant, will assist the Assistant Academic Department Manager in their administrative capacities related to the human resources, tenure promotion and permanence in addition to serving as the School's administrative assistant.
- Job Summary:_

Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Also responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty for a Faculty or School. Serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
- Purpose and Key Functions:_
- Coordinate the submission of information and documentation required to initiate and conclude various recruitment, tenure and promotion processes.
- Adhere to University guidelines and policies when compiling information required for the recruitment, reappointment, or promotion of faculty.
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Provide program and admissions information to potential applicants, students and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain informatio

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