Administrative Assistant

6 months ago

Hamilton, Canada McMaster University Full time

**Schedule**
Part-time, Tuesdays - Friday, 9:30 am-2:30 pm

**Education Level**
Diploma or Degree

**Career Level**
Experienced

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.

**Unit/Project Description**

The Canadian Housing Evidence Collaborative (CHEC), is a national knowledge mobilization and capacity-building hub of a grant-funded, applied housing research network. CHEC’s vision is to help Canada achieve housing solutions that meet the needs of a growing, urbanizing and aging population, maximize well-being, minimize environmental impact, accommodate diversity, strengthen public institutions, and facilitate stable and productive economies in a globalizing world context. CHEC brokers meaningful collaborations, strengthens housing research capacity and amplifies the impact of timely, relevant and rigorous research undertaken by research partners to inform policies, programs and initiatives that reflect National Housing Strategy priorities as well as citizen insights, values and housing experiences. CHEC is seeking a part-time Administrative Assistant to support the financial operations, HR, events and knowledge mobilization functions of this research project.

**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 inhow 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 materials.
- Open and distribute incoming mail
- Prepare outgoing mail, faxes, and courier shipments.

**Assets (for Department Use only)**
- Experience planning large multi-day events, including travel booking and reimbursements at McMaster and other Canadian locations
- Demonstrated capacity to organize, install and work a tradeshow display (5 days max)
- Flexibility to work nights and weekends
- Work collegially and patiently with a variety of stakeholders

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