Administrative Assistant

4 weeks ago

Hamilton, Canada McMaster University Full time

Schedule

Monday - Friday, 8:30am - 4:30pm (Hybrid schedule)

Education

2 year Community College diploma in Office Administration or related field.

Career Level

Requires a minimum of 3 years of relevant experience.
- Contract
12 month appointment

UNIT/PROJECT DESCRIPTION:
The DeGroote’s Student Experience team supports all students at the DeGroote School of Business - MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by our values of Community, Collaboration, Innovation, Integrity and Inclusivity.

As part of Student Experience, the Career and Professional Development BCom team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 3200 BCom students.

This centralized administrative support role, Associate - Career & Professional Development (BCom) will deliver exceptional administrative, logístical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communications (including website updates), office and operational logistics (including Content Management System and various online tools), to name a few.

The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening and operational knowledge to ensure our primary stakeholders are supported and receive a high level of customer service. The incumbent must demonstrate problem solving and proactive resolution of front-line inquiries.

**JOB SUMMARY**:
Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.

**PURPOSE AND KEY FUNCTIONS**:

- Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.
- Provide information to prospective and current students regarding service offerings at outreach events.
- Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
- Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.
- Act as first point of contact and provide internal support for content management system.
- Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.
- Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.
- Track and monitor various metrics for both internal and external reporting.
- Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
- Schedule student interviews and resolve scheduling conflicts.
- Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
- Write a variety of documents including but not limited to, correspondence, reports and information bulletins.
- Create, update and maintain a variety of spreadsheets, forms and templates.
- Update and maintain information in a variety of databases, including websites, and notations on academic transcripts
- Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Use a point of sale machine to process financial transactions and ensure event payments are received.
- Source pricing information and monitor contracts for services and supplies.
- Prepare, collate, copy and distribute materials for meetings and events.
- Set up and maintain filing systems and confidential files electronically.
- Maintain and safeguard the confidentiality of information.

**ASSETS**:

- Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention to detail and multi-tasking.
- Responsible for managing high volume of requests from various stakeholders with strict deliverable deadlines.
- Computer literacy is necessary for this role. Advanced skills in Excel, PowerPoint, Photoshop and Content Management Systems are necessary. Previous experience with OSCARplus, Avenue to Learn and MOSAIC is an asset.
- Excellent business communication skills, both written and verbal are essential.
- A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vend

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