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Administrative Assistant

2 weeks ago

Hamilton, Canada McMaster University Full time

**Regular/Temporary**
- Regular

**Job Title**
- ADMINISTRATIVE ASSISTANT (II) - Pediatric Gastroenterology

**Job ID**
- 69185

**Location**
- HSC- Central Campus

**Open Date**
- 05/07/2025

**Job Type**
- Continuing

**Close Date**
- 05/14/2025

**Employee Group**
- Unifor Unit 1, Staff

**Favorite Job**

**Department**
- Pediatrics

**Salary Grade/Band**
- Grade 5

**Salary Range**
- $24.19 - $34.04 (hourly)

**Hours per Week**
- 35

**Posting Details**

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

**Education Level**
- College Diploma in relevant field of study

**Career Level**
- Experienced (non-manager)

**JD #**:
JD00091

**Pay Grade**:
5

**Title**:
Administrative Assistant (II)

**Unit/Project Description**:
organized, motivated and detail-oriented individual to join us in an important role at McMaster University.

An Administrative Assistant is required to provide secretarial and administrative support in the Department of Pediatrics. The successful incumbent
will coordinate support within the division of Pediatrics Gastroenterology and Nutrition to administer general office, accounting and program
procedures within a fast-paced, academic medical setting. The division currently includes 8 fulltime faculty and 3 administrative staff.

In this role, you will support both clinical and academic activities, including liaising daily with patients/parents, the clinic and multi-disciplinary
teams, along with various learners and research staff. You will provide direct support to multiple clinical faculty, including calendar management,
expenses. This position will also have some responsibility for liaising with the clinic and allied health care team members. You will be responsible for
maintenance of the various activity tracking databases required by the department of pediatrics and Faculty of Health Sciences (CV’s, education
hours, merit spreadsheet etc.)

About Us
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and
arners whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world.

We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers.
Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of
health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

We invite you to find out more about us here:

- What We Offer:
In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

- Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
- Participation in a Group Retirement Savings Plan.
- Training, coaching and professional development opportunities
- Employee tuition assistance for continuous development and education
- Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning.
- Progressive paid annual vacation plan

**Job Summary**:
Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

**Key Purpose & Functions**:

- 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.
- 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 electr