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Admin Assistant Ii
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**Schedule**
Monday-Friday, 8:30 AM - 4:30 PM
**Education Level**
2 year Community College diploma in Office Adminstration or related field.
**Career Level**
Requires 3 years of relevant experience.
The School of Nursing requires an Administrative Assistant II (Curriculum Assistant) to provide administrative support to the delivery of the School’s Undergraduate Nursing Program which spans over three sites.
The Administrative Assistant II (Curriculum Assistant) is accountable to the Program Manager and works closely with the Program Coordinator, Faculty Leads and the BScN Program team to develop and implement course operations and general administrative duties. This role will also work closely with the Placement Coordinator to support clinical placements throughout the academic cycle.
The Administrative Assistant II (Curriculum Assistant) is accountable for tasks such as: implementing projects across the three sites, designing, and providing training materials, including use of Avenue to Learn, and the mapping process in MEDSIS for anonymous tutor evaluations.
Specific responsibilities include updating/maintaining course material and resources (i.e., curriculum handbooks, guides, outlines, assignments, and exams), completing year-end course reports and coordinating Clinical labs, OSCEs, and request of course examinations. This will also include working with HSPnet, placements records, and student orientation for placements.
The role also supports day to day activities such as: maintaining databases, informing, and enforcing BScN Program and University policies and procedures, completing journal entries for standardized patient usage, corresponding regularly with Leads, tutors, students and/or external stakeholders. The role works closely with Leads for room bookings, verifying rooms align with course delivery, organizing orientations, working with grades, and uploading grades.
**Purpose and Key Functions**:
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshop
- 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.
- 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.
**The successful canidate must possess the following**:
- Decdication to superior customer service.
- Commitment to excellence in the quality of work produced.
- Initiative to plan and problem solve on mulitple levels.
- Demonstrate excellent organizational and management skills with the ability to work in a high demand environment.
- Anticipatory decision-making skills.
- Excellent written and oral communication skills.
- Adept in learning new IT skills.
**Assets**:
- Experience working in a University program environment at the Undergraduate level.
- Experience with Mosaic and Avenue to Learn.
**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.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
Job applicants requiring accommodation to participate in the hiring process should contact:
- Human Resources Service Centre at
905-525-9140 ext. 222
- H
