Administrative Assistant

**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**
Experienced

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.

**Administrative Assistant (I)**

**JD 0090**

**Unit/Project Description**:
The Administrative Assistant (I), as part of the Finance and Administration Team, will support a number of projects associated with the CLSA as well as the McMaster Institute for Research on Aging.

This is an excellent opportunity for an experienced administrative professional to join us in an essential support role. Reporting to Dr. Parminder Raina, the Administrative Assistant (I) will have exposure to providing a full range of administration support to managers and faculty within the group.

**Job Summary**: Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.

**Duties and Responsibilities**:

- 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.
- Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
- 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**:

- No formal supervision of others is required.
- Provide orientation and show procedures to others.

**Qualifications**:

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

**Assets**:

- Previous experience working with Mosaic (Peoplesoft) is considered a strong asset
- Previous experience working in a university or research environment is considered a strong asset

**Additional Information**:
This role is a full-time on-site position at McMaster Innovation Park.
- Excellent organizational, time management, and planning skills:

- Experience coordinating calendars and meetings in an environment with frequently changing schedules and priorities
- 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 including editing and proofing documents.
- 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 respectful and professional office environment.
- Experience in the following areas:

- Planning and coordinating various events and activities.
- Preparing meeting agendas, taking minutes from various committees, and transcription.
- Reviewing and submitting journal articles
- Providing administrative support to and liai