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Administrative Assistant

3 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Mon - Fri, 8:30 am - 4:30 pm

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

**Career Level**
Requires 2 years of relevant experience.
- McMaster is recognized as a global leader in research intensive programs as well as innovative teaching and experience-based learning. The McMaster Indigenous Research Institute (MIRI) is committed to showcasing innovative Indigenous research and supporting Indigenous undergraduates through professional advocacy and research mentorship. A unique place to work, learn and grow, MIRI expands the concept of community engagement and addresses emerging challenges with a collaborative approach._
- Based within McMaster, this is your opportunity to be a part of MIRI’s longstanding commitment to initiatives in Indigenous research and education. This is also your opportunity to support MIRI’s exciting flagship projects, an Indigenous Undergraduate Summer Research program called, IndigiNerds, Indigenous Research Day and our Prison Education Project. MIRI also works with Indigenous initiatives across the McMaster community including the new Indigenous Studies Department, Indigenous Student Services, the Indigenous Education Council, Indigenous Healthy Learning Lodge, and the Feast Centre for Indigenous STBBI Research._
- Under the supervision of MIRI’s Director, you will provide administrative support to projects and initiatives at MIRI identified by the Director in consultation with MIRI stakeholders, in addition to coordinating the day-to-day operations of MIRI and helping to increase its profile._

Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures

Duties and Responsibilities:

- Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
- 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 and faxes.
- Prepare outgoing mail, faxes, and courier shipments.
- Provide orientation and show procedures to others.

Qualifications:

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

**_ Additional Information:_**
- _IndigiNerds co-planning and delivery._
- _Coordinating the day-to-day schedules, activities, materials, office procedures and follow-up items of the MIRI._
- _Ordering and organizing office and kitchen supplies_
- _Attending meetings for the MIRI planning and providing administrative support to the Director and Assistant Director as needed (i.e. zoom hosting, expense reports, notetaking, and information sharing on MIRI and IEC activities)_
- _Determining logístical details and activities for MIRI and related events, including producing & distributing invitations and promotional materials, coordinating RSVPs, booking space, arranging travel, catering, greeting guests, other follow up activities_
- _Increase profile of MIRI_
- Please note that McMaster University hires based on skills, ability and qualifications. However, in support of our hiring practices highlighted within the Indigenous Strategic Directions document, qualified Indigenous applicants will be given priority_

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

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