Administrative Assistant

**Schedule**
Monday-Friday 8:30-4:30, 35 hours/week

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

**Career Level**
Requires 5 years of relevant experience, including one year of supervisory 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.

**JD #**

JD0760

**Pay Grade**:
7

**Title**:
Administrative Assistant (IV)

**Unit/Project Description**:
The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus MD program.

The Administrative Assistant, Academic (IV)'s role is to provide program and administrative support for the UGME Associate Dean and Program Manager in the Hamilton campus. The incumbent will oversee and facilitate key committees, meetings, and events, faculty leadership recruitment, hiring, and renewals, and faculty development activities. Working closely with the Program Manager, the Administrative Assistant will support the UGME Faculty Leadership, Teaching, and Operating budget day-to-day and cyclical processes and oversight. The incumbent will actively support the Associate Dean and Program Manager’s program projects, including research, report development, meeting and committee activity etc. In addition the Administrative Assistant will oversee and manage the Associate Dean and Program Manager’s schedules and actively screen and respond to requests for meetings, appointments.

The incumbent will facilitate and arrange part-time staff contracts and facilitate the on-boarding and of all Hamilton UGME staff.

The incumbent will facilitate and arrange recruitment, interviewing, contracts and onboarding for UGME faculty positions.

The incumbent will assist in managing the academic calendar for the program, and facilitate program event scheduling and planning where required.

The Admin Assistant will need to utilize discretion, judgement and confidentiality per student and faculty member inquiries, meetings, visits. The incumbent must be able to work under general direction within a clear framework of accountability and exercises substantial personal responsibility, confidentiality, problem solving, decision making, and communication in order to deliver results.

The Admin Assistant will assist with student enrolment, registration, student journey and learning environment administration and support. This position reports to the UGME Program Manager.

**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. Supervises and directs the work activities of up to four continuing employees.

**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 and payment processes. Collect, verify, and input data into a variety of spreadsheets and databases.
- Coor