Administrative Assistant Ii

2 weeks ago

Hamilton, Canada McMaster University Full time

**Schedule**
Monday - Friday; 8:30 am - 4:30 pm

**Education Level**
College Diploma

**Career Level**
Experience Non-Manager

**JD #**:
JD00091

**Pay Grade**:
5

**Title**:
Administrative Assistant II

**Unit/Project Description**:
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers,
and trainees whose collective mission is to improve the wellbeing of children and their families - both locally, and around the world. We are proud
to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our
members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health
status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact of our work.

**Our Vision**: A brighter path for every child and their family

**Our Mission**: Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and
advocacy. We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers to improve
healthcare outcomes. Our innovative work achieves global impact and enhances the well-being of all children and their families. We support the
welfare of our team members and engage with respect and accountability.

**Values**: We value compassion, collaboration, excellence, and innovation. We recognize it is our responsibility to create environments where all
people feel safe and supported.

pportunity for an organized, motivated and detail-oriented individual to join us in an important role at McMaster University.

The Administrative Assistant will provide secretarial and administrative support within the division of neonatology, supporting multiple (2 - 4)
clinical faculty members. The successful incumbent will coordinate and administer general office, accounting and program procedures within a
fast-paced, academic medical setting. The division currently includes 15 GFT faculty and 6 support staff.

In this role, you will manage the calendars and support the academic activities of the faculty members, which includes supporting research
It may include supporting various activities associated with learners. This position will also have some responsibility for monitoring, reconciling
and preparing financial reports; advising residents regarding the University and department policies, and liaising with internal and external bodies.
To be successful in this position, you must have strong organizational skills, extensive expeirence supporting multiple individuals.

**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

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