Administrative Assistant

Schedule

Monday - Friday 8:30 - 4:30

Education Level

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

Career Level

Requires 3 years of relevant experience

**Unit/Porject Description**
Education Services is seeking an Administrative Assistant for the Foundation for Medical Practice Education (FMPE). The FMPE is a Canadian non-profit organization dedicated to the development, production and evaluation of continuing medical educational (CME) programs for community-based primary care practitioners. It has been recognized as best Continuing Professional Development (CPD) program in 2012 by the College of Family Physicians of Canada and currently has over 6000 family physician members. This represents approximately 20% of family physicians with certification in family medicine across all Canadian provinces and territories. Over the past 30 years, the FMPE has produced more than 300 educational modules for primary care practitioners.
Reporting to the Director of Administration and supporting the Practice Based Learning Programs (PBLP), the Administrative Assistant will be responsible for providing exceptional customer service to our members, providing program support in a fast paced environment, supporting ongoing process improvements and program enhancement projects, all within the required scopes and timelines.

**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 Fucntions**
- Establish priorities for general office operations
- Establish Prioities
- . 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 procsses
- 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

**How To Apply**

**Employment Equity Statement**

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

Job applicants requiring accommodation to participate in the hiring process should contact:

- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679

to communicate accommodation needs.

**Vaccination Mandate - FHS**

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

**Hybrid Work Language**

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements