Administrative Assistant

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
8:30am to 4:30pm, Monday to Friday

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

**Career Level**
Experienced

Administrative Assistant

JD 1283

The Consortium is in the Population Health Research Institute (PHRI), which is a joint institute of McMaster University and Hamilton Health Sciences and is comprised of about 300 employees working directly with over 60 clinician researchers. PHRI conducts clinical research internationally in 102 countries and is a world leader in large, global health and population and health outcomes research. Our capacity to conduct multiple international studies concurrently, with tens of thousands of participants in each, is a capability very few organizations in the world can match. As we continue to grow, we recognize the importance and value of having leaders in specialty functions for operational efficiency and for long-term development of staff to build and maintain depth of knowledge and skill in our organization.

**Job Summary**:Responsible for overseeing the day-to-day operation within a Faculty/ Department/ Institute. Provides administrative and analytical support to the Director in a variety of areas. Coordinates activities on the Directors behalf and acts as a liaison to senior management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides lead hand supervision to administrative staff within the office.

**Purpose and Key Functions**:

- Act as a point person for all staff who support the Director.
- Provide analytical and administrative support to the Director on a variety of campus-wide and faculty issues, projects, and programs.
- Prepare detailed briefing materials for the Director prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Director.
- Keep track of assignments made to others for actions to be taken on the Director’s behalf and ensure that deadlines for responses are met.
- Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, annual performance review, and selection committees.
- 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 the Director.
- Resolve complex problems within area of responsibility and 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, resources, and budgets required for various activities, events, and projects.
- Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- 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.
- Provide policy and procedure information to others.
- Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full-time staff.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Prioritize and schedule appointments for the Director’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Director.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Write a variety of documents such as procedure manuals, reports, and minutes.
- Draft correspondence on behalf of the Director.
- 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.
- Conduct database, literature, and web searches to find references and articles us

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