Administrative Assistant

7 months ago

Hamilton, Canada McMaster University Full time

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

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

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

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.

**Administrative Assistant (III) - Research Office**

JD0643

The successful incumbent will contribute to the creation of a culture of collaboration and partnership in support of the research office, the Associate Chair of Research, Research Advisory Committee (RAC), research working groups and subcommittees of RAC. Additionally, ensuring success by cultivating and maintaining relationships with faculty, staff, learners, and the greater university community, i.e. Health Research Services, ROADs. Facilitate processes that assist faculty members with grant submissions, opening and managing research accounts and act as a resource for grants and REB processes. Responsibility for oversight of research financial management.

The coordination and planning of various Department research events such as the Annual Psychiatry Research Day, Research and Scholarship Marketplace and various research workshops.

This role is for an 18 month term with the Department of Psychiatry & Behavioural Neurosciences.

**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.

**Key Responsibilities**:

- 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.
- 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.

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

Experience: Requires 4 years of relevant experience

**Assets**:

- Experience working in a clinical department.
- Experience with event planning and organization (in person and hybrid)
- Ability to collect and int

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