Administrative Assistant

**Schedule**

Monday to Friday, 8:30-4:30

**Education Level**

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

**Career Level**

Requires 4 years of relevant experience

Unit Description

Ranked as one of the world’s Top 100 universities, McMaster University is devoted to the cultivation of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff and alumni who make up the McMaster family. Dedicated to creating a Brighter World, we recognize that our people are our most valuable resource.

The Faculty of Health Sciences, the largest Faculty within McMaster, has an unwavering commitment to collaboration, strategic partnerships, accountability, innovation, excellence, integrity and optimism. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster among the Top 40 universities in the world for health and medicine. The Faculty enjoys close relationships with its academic hospital partners, as well as strong collaborations with researchers in Canada and around the world.

The Department of Oncology in the Faculty of Health Sciences is a clinical academic department comprised of over 100 full
- and part-time faculty and nearly 50 staff members, who contribute to excellence in clinical care, education and research. There are three clinical divisions: Medical Oncology, Radiation Oncology and Malignant Hematology. The Department has two Royal College accredited postgraduate programs in Medical and Radiation Oncology, as well as a strong Fellowship Program. The Department of Oncology is a research-intensive department with faculty who lead and collaborate on cutting-edge clinical trials, health services and translational research. Local research assets within the Department include the Ontario Clinical Oncology Group, the Cancer Care Ontario Program in Evidence Based Care, as well as the Escarpment Cancer Research Institute, which is a joint McMaster University and Hamilton Health Sciences research institute. Department offices, faculty, staff and trainees are located at the Juravinski Hospital and Cancer Centre.

We are currently seeking a motivated and dynamic Administrative Assistant III to join the Department of Oncology. Reporting to the Director of Administration, the Administrative Assistant III will oversee the day-to-day administrative operations of the Department. This includes developing and managing procedures to ensure effective and efficient operations, providing executive level support to departmental committees and meetings, as well as assisting with departmental functions in finance, human resources, physical resources, health and safety, communications and events. The Administrative Assistant III will provide support to the Department’s faculty relations and educational program teams in activities such as faculty recruitment, tenure and promotion, as well as fellowship and residency program administration.

Job Summary

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.
- Establish priorities for general office operations.
- Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
- Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
- Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
- Write a variety of formal notes and records such as meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Assemble, copy, collate, and disseminate a variety of documents and materials.
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
- Follow up on and ensure appropriate implementation of decisions made by supervisor.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Develop estimates of time and resources for various activities and events.
- Contribute to the development of budgets for review and approval.
- Implement and maintain budgets. Creat