Admin Asst, Academic

**Schedule**
Monday - Friday 8:30 - 4:30; 35 hrs/wk

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

**Career Level**
Requires 3 years of relevant experience.

**JD #**

JD00676

**Pay Grade**:
5

**Title**:
Administrative Assistant (II)

**Unit/Project Description**:

- For Department use only._

The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus program. The Administrative Assistant, Academic (II) role is to provide program and curriculum support for UGME at McMaster Univeristy in the Hamilton campus. The incumbent will play a key role in planning, supporting, scheduling, event management, meeting organization, and preparing student schedules. In addition, the incumbent will be responsible for program materials, data entry and report generation to support the planning, delivery and evaluation of the program mandatory and optional curriculum components (e.g. Enrichment Programs, Extension to Clerkship, etc.). This role will work closely with a variety of UGME team members and faculty leaders. This position reports to the UGME Program Manager.

**Job Summary**:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff

**Purpose and Key Functions**:

- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case-by-case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision
- making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Deliver a variety of academic program or department presentations.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration
- Compile course information and update course calendar information
- Provide program and admissions information to potential applicants, students and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enroll in limited enrolment courses
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- 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