Administrative Assistant

**Schedule**
Mo - Fr, 8:30 am - 4:30 pm

**Education Level**
2 year Community College diploma in Office Administration or related field of study.

**Career Level**
Requires 3 years of relevant experience.

Unit/Project Description:
The Student Experience team at the DeGroote School of Business supports students in all programs, including undergraduate, MBA, BLPT MBA, Master of Finance, MSc in eHealth, Graduate Diploma in Public Accountancy and PhD. The team operates in three distinct offices across two campuses. Services include; recruitment and admissions, program management, academic advising, student retention strategies, career and professional development, work-integrated learning programs (including internship and co-op), international exchange, skill development learning and champions DeGroote’s student life and clubs activities.

The BCom programs (Commerce and IBH) are focused on providing undergraduate students with the knowledge and skills they need to launch their career of choice at graduation. The Specialized Grad Programs team at the DeGroote School of Business offers outstanding students the opportunity to study and conduct leading-edge research with some of the top researchers in their fields. The Specialized Grad Programs include the Master of Finance Program, the PhD Program, the Graduate Diploma in Accountancy, and the interdiciplinary eHealth Program.

The incumbent will work with undergraduate and graduate program peers, faculty, and the Registrar’s Office to serve current and prospective students. This requires a high degree of empathy, active listening and institutional knowledge to include the appropriate Student Experience team member, or university department, when resolving issues. The incumbent must demonstrate problem solving and proactiveness in anticipating and mitigating potential issues

The school, faculty and staff are committed to building an inclusive community supporting all individuals. Programs are delivered on McMaster’s main campus and benefit from significant support from the Student Experience team and resources from our campus partners.
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.

**Requirements**:

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

Previous experience in a fast-paced admininstrative role with strong emphasis on customer service, attention to detail and multi-tasking - this role will be the face of the BCom Student Experience brand.

Excellent written, oral skills are esstential (facilitation skills are an asset).

Strong teamwork is essential as this role supports multiple team members across the Student Experience team.

A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.

A skilled communicator with strong interpersonal skills to commu