Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday to Friday - 8:30 - 4:30 (HYBRID)

**Education Level**
College Diploma

**Career Level**
Experienced (non-Manager)

**JD #**:
JD00091

**Pay Grade**:
5

**Title**:
Administrative Assistant II

**Unit/Project Description**:
About Us

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

If you are a creative and critical-thinker, with excellent knowledge of the academic and clinical child health environment, and are energized by leading projects from start to finish - we want you on our team

**How We Work**:
We invite you to find out more about us here:
The Administrative Assistant will provide secretarial and administrative support within the division of Pediatric Critical Care supporting multiple (3) clinical faculty members. The successful incumbent will coordinate and administer general office, accounting and program procedures within a fast-paced, academic medical setting. The division currently includes 7 faculty/physicians, consisting of full-time, part-time and locums and 2 support staff.

To be successful in this position, you must have strong organizational skills, extensive experience supporting multiple individuals.

**Job Summary**:
Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

**Purpose and Key Functions**:

- 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.
- Monitor budgets and reconcile accounts. 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 materials.
- Open and distribute incoming mail and faxes.
- Prepare outgoing mail, faxes, and courier shipments.

**Requirements**:
2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience.

**Assets**:

- Robust self-care skills and an ability to cope emotionally with encountering the theme of acute and chronically ill infants, children and youth.
- Attendance at the occasional before and after-hours meetings may be a requirement of this position.
- Medical terminology would be considered an asset.

**Vision**:
A brighter path for every child and their family.

**Mission**:
Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and advocacy.

We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers to improve healthcare outcomes.

Our innovative work achieves global impact and enhances the well-being of all children and their families.

We support the welfare of our team members and engage with respect and accountability.

**Values**:
We value compassion, collaboratio

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