Admin Assistant, Academic

**Regular/Temporary** - Regular **Job Title** - Admin Assistant, Academic (II) **Job ID** - 69100 **Location** - Central Campus **Open Date** - 04/30/2025 **Job Type** - Limited Term (>12 months) **Close Date** - 05/06/2025 **Employee Group** - Unifor Unit 1, Staff **Favorite Job** **Department** - HUM Wilson College **Salary Grade/Band** - Grade 5 **Salary Range** - $20.72 - $32.57 (hourly) **Contract Duration** - 12.3 Months **Hours per Week** - 35 **Posting Details** **Schedule** - Monday-Friday, 8:30am-4:30pm (hybrid) **Education Level** - 2-year Community College diploma in Office Administration or related field of study **Career Level** - 3 years relevant experience Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement. UNIT DESCRIPTION: **Wilson College of Leadership and Civic Engagement** (the College) is a collaborative academic unit between the Faculty of Humanities and the Faculty of Social Sciences at McMaster University. The College trains future leaders to foster and sustain a civic culture for Canada that engages all citizens; it emphasizes the importance of collaboration between McMaster’s academic community and local, regional and national leaders in building a stronger Canada and sustainable, resilient communities; and it integrates education, research, practice and public engagement to advance our understanding of how to create a civic culture for a flourishing Canada. The College is looking to hire an Admin Assistant, Academic (II) who can support both the general office administrative requirements of the College, as well as its academic programming including the undergraduate degree program and graduate course offerings. We are looking for an enthusiastic, experienced individual who is able to work in an evolving and dynamic environment as the College is established. JOB SUMMARY: Reporting to the Assistant Director, Planning and Administration, the Admin Assistant, Academic (II) is 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. - 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 enrol 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, reinst