Administrative Assistant

**Schedule**

Monday-Friday 8:30am-4:30pm, 35 hours/week

**Education Level**

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

**Career Level**

Requires 4 years of 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._

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 (FHS), 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 **Undergraduate Medical Education (UGME) Program** is a three-year, multi-campus program within the Faculty of Health Sciences’ Education Services Department. The curriculum focuses on the mastery of fundamental concepts in Medicine and continues the McMaster tradition of problem-based learning.

The **Administrative Assistant (III)** will provide program and curriculum support for UGME at McMaster University in the Hamilton campus. The incumbent will play a key role in planning, supporting, scheduling, event management, meeting organization, minute taking, preparing student schedules, program materials, data entry, report generation and budgeting - primarily within curriculum planning, development, and delivery.

Working closely with the Program Coordinator (Curriculum), the Administrative Assistant will ensure the efficient organization, delivery and record keeping of the UGME program curriculum (clerkship) across three campuses. The primary focus for the foreseeable future will be on the clerkship activity. The Administrative Assistant will work closely with the Program Coordinator (Curriculum) and other Administrative Assistants within the Curriculum team and the UGME staff, faculty, and students, while reporting to the UGME Manager, Curriculum.

**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.

**Purpose and Key Functions**:

- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Follow up on and ensure appropriate implementation of decisions made by supervisor.
- 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.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- 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. Create financial projections and make adjustments to budgets throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- 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.
- 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