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Office Operations Specialist

2 months ago

Hamilton, Ontario, Canada McMaster University Full time

Job Summary:

As an Administrative Assistant at McMaster University, you will play a vital role in ensuring the smooth operation of our office. Your responsibilities will include establishing priorities for general office operations, providing direction to others, and ensuring adherence to quality standards and procedures. You will also be responsible for planning and coordinating events, monitoring budgets, and reconciling accounts. Additionally, you will be responsible for writing various documents, conducting research, and providing policy and procedure information to others. If you have a strong understanding of established functions, policies, and procedures, and are able to work independently, we encourage you to apply for this exciting opportunity.

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.
  • Provide direction to others in how to carry out work tasks.
  • Monitor budgets and reconcile accounts.
  • Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
  • Conduct research and gather information to support various projects and initiatives.
  • Provide policy and procedure information to others.
  • 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 various systems and databases.
  • Format, word process, edit, and proofread a variety of documents and materials.
  • Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
  • 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.

Supervision:

  • Provide direction to others in how to carry out work tasks.
  • Ensure adherence to quality standards and procedures for short-term staff and volunteers.

Qualifications:

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