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Administrative Assistant

3 weeks ago

Hamilton, Canada McMaster University Full time

**Regular/Temporary**
- Regular

**Job Title**
- Administrative Assistant (II)

**Job ID**
- 70608

**Location**
- HSC- Central Campus

**Open Date**
- 07/15/2025

**Job Type**
- Continuing

**Close Date**
- 07/21/2025

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

**Favorite Job**

**Department**
- FHS Health Evidence and Impact

**Salary Grade/Band**
- Grade 5

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

**Hours per Week**
- 35

**Posting Details**

**Schedule**

8:30am to 4:30pm, Monday to Friday

**Education Level**

2 year Community College diploma in Office Administration or related field of study

**Career Level**

3 years of relevant experience

**Administrative Assistant (II)**

**JD 0091**

**Unit/Project Description**

The CLARITY Research Group undertakes clinical research that will inform and transform clinical practice and policy making, advancing methods for health research and knowledge translation as well as growing a community of health researchers inspired by the same vision through pioneering education and mentorship.

**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.

**Purpose and Key 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 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.

**Supervision**:

- Provide direction to others in how to carry out work tasks.
- Ensures adherence to quality standards and procedures for short-term staff and volunteers.

**Qualifications**:

- 2 year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.

**Assets**
- Experience working with Mosaic is considered a strong asset
- Experience working in a research environment is considered a strong asset

**Additional Information**
- Excellent organizational, time management, and planning skills.
- Proven success at prioritizing and managing multiple tasks simultaneously.
- Ability to meet tight project deadlines and competing timelines.
- Flexibility and willingness to adapt quickly to changing priorities and tasks.
- High attention to detail while producing thorough and accurate work.
- Excellent problem solving and critical thinking skills.
- Ability to respond creatively to resolve issues and maintain workflow.
- Excellent interpersonal skills and the ability to build and maintain relationships at work.
- A high degree of professionalism, integrity, and ability to handle confidential information.
- Ability to take initiative and follow through, but willing to ask for help when needed.
- Strong verbal and written communication skills.
- Ability to work independently and collaborate within a team environment.
- Commitment to maintaining a professional office environment.
- Experience in the following areas:

- Planning and coordinating various events and activities.
- Preparing meeting agendas, taking minutes, and transcription.
- Providing administrative support to and liaising with faculty members and senior administrators, including supporting in-person and virtual meetings as well as managing calendars.
- Proficiency in MS Word, Excel, PowerPoint, O