Administrative Assistant

**Administrative Assistant**

**Faculty of Health Sciences - Faculty Secretariat**

McMaster University's Faculty of Health Sciences (FHS) is unique as the only Canadian university that combines, in one Faculty, schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, bachelor of health sciences, physician assistant and postgraduate health sciences education. With over 2500 staff members, 900 full-time and 3000 part-time faculty members the Faculty thrives on its inter-professional and collaborate approach to healthcare and learning. As part of FHS's continued pursuit of excellence to ensure the Faculty remains at the leading edge of health sciences, education, we believe in inter-professional collaboration, commitment to our communities, accountability and responsibility, innovation, excellence, integrity and respect, and optimism.

**Job Overview**:
McMaster University's Faculty of Health Sciences is seeking an accomplished Administrative Assistant with three to five years office administration experience to support the Faculty Secretariat on a part-time basis. The incumbent will require a thorough understanding of university policies and procedures.

The position coordinates a variety of administrative duties including arranging travel and accommodations for recruits, meeting management, database management and correspondence related to faculty appointments.

**Accountabilities**:

- Serves as the first point of contact and triages requests as required, maintains schedules, and handles sensitive, confidential material.
- Produces faculty appointment letters and other correspondence for signature by appropriate individuals.
- Manages the records of the Faculty Secretariat with particular attention in regard to archiving and document management.
- Makes all necessary catering and travel arrangements and manages all expense reimbursement requests for Faculty Recruitments undertaken by the office, ensuring they are documented and submitted in a timely manner.
- Provides overall office management and administrative support including managing correspondence, purchasing office supplies, tracking vacation information, taking meeting minutes, assist with room booking, troubleshooting technology-related issues, assisting in the development and implementation of office operating policies, procedures and guidelines.
- Assists with updating the current website and reviews for maintenance on a regular basis.
- Provide other related administrative duties to coordinate the day to day operations of the office.
- Undertakes special projects or parts of projects as required from time to time, and ensures they are completed with accuracy and by deadlines.

**Qualifications**:
**Education**:

- A post-secondary Education or equivalent

**Experience**:

- 3 - 5 years' office administration experience including the provision of a full range of support, preferably in a post-secondary educational setting.

**Knowledge/Skills**:

- Demonstrates knowledge and skills to foster a respectful and inclusive environment.
- Proven ability to exercise initiative, resourcefulness, sound judgment, tact and diplomacy, and to maintain confidentiality.
- Ability to interact with a diversity of individuals at every level of the institution.
- Strong interpersonal, organizational and communication (both written and oral) skills.
- Exceptional time management and organizational skills with ability to manage multiple demands and competing priorities.
- Exceptional attention to detail and analytical skills.
- Self-motivated, self-directed and able to work independently and in a team environment.
- Advanced computer skills for word processing, spreadsheets and databases; knowledge of Microsoft office.
- Ability to foster relationships across many departments.
- Familiarity with MOSAIC (PeopleSoft).

**Leadership Effectiveness**:
McMaster's core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by: Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.