Administrative Assistant - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Schedule
Monday - Friday, 8:30 am - 4:30 pm; some evening & weekends required during peak times

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

Career Level
Requires 3 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.

JD #
JD01199

Pay Grade:

6

Title:

Administrative Assistant

Unit/Project Description:

The DeGroote's Student Experience team supports all students at the DeGroote School of Business - MBA, BCom, specialized graduate programs and PhD students.

As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience.

Our school's culture is captured by three values:
Generosity, Innovation and Collaboration.

As part of Student Experience, the Career and Professional Development BCom team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 3200 BCom students.

This centralized administrative support role, Associate - Career & Professional Development (BCom) will deliver exceptional administrative, logístical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communication (including website updates), office and operational logistics (Including Content Management System and various online tools), to name a few.

The incumbent will often be the first point of contact for students and employer partners.

This requires a high degree of attention to detail, empathy, active listening and operational knowledge to ensure our primary stakeholders are supported and receive a high level of customer service.

The incumbent must demonstrate problem solving and proactive resolution of front-line inquiries.

Job Summary:

Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus.

Act as first point of contact for content management system.

Purpose and Key Functions:

Plan and coordinate the logistics of oncampus recruiting including job postings, scheduling interviews and compiling reports.
Provide information to prospective and current students regarding service offerings at outreach events.
Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.
Act as first point of contact and provide internal support for content management system.
Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.
Facilitate ongoing updates for the system including data cleanups, communications audit and system improvements.
Track and monitor various metrics for both internal and external reporting.
Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
Schedule student interviews and resolve scheduling conflicts.
Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
Write a variety of documents including but not limited to, correspondence, reports and information bulletins.
Create, update and maintain a variety of spreadsheets, forms and templates.
Update and maintain information in a variety of databases, including websites, and notations on academic transcripts
Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Use a point of sale machine to process financial transactions and ensure event payments are received.
Source pricing information and monitor contracts for services and supplies.
Prepare, collate, copy and distribute materials for meetings and events.
Set up and maintain filing systems and confidential files electronically.
Maintain and safeguard the confidentiality of information.