Administrative Assistant

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

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

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

**JD #**

JD00643

**Pay Grade**

6

**Title:
**Administrative Assistant (III)

**Unit/Project Description**:

- For Department use only._

An administrative assistant is required for the McMaster Platelet Immunology Laboratory. The assistant will provide lead support for the laboratory as well as the scientific director and principle investigators. The assistant will be the central resource and provide efficient oversight for lab activities (discovery and diagnostic). The laboratory was recently recognized for its excellence by McMaster University and was awarded the President’s Award in 2021. The laboratory falls under the newly established Michael G. DeGroote Centre for Transfusion Research which is part of the Department of Medicine.

**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.

**Purpose and Key Functions:
- 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.
- 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.

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

Requires 4 years of relevant experience.

**Assets**:

- For Department use only._
- Strong ability to prioritize tasks in a consistently changing, fluid working environment.
- Exceptional ability to organize in time a series of actions or events in order to achieve an objective or a project.
- Exceptional time management and organizational skills within a fast-paced environment.
- Discretion, initiative, good judgment, attention to detail, personal motivation, and the demonstrated ability to work independently and as a team with mínimal supervision in a fast-paced and deadline-oriented environment.
- Excellent oral and written communication skills with a strong customer service focus and proven relationship management skills.
- Ability to maintain compo