Administrative Assistant - Hamilton, Canada - McMaster University
Description
Schedule
8:30am to 4:30pm, Monday to Friday
Education Level
2 Year Community College Diploma in Office Administration or related field of study
Career Level
Experienced
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.
Administrative Assistant (I)
JD 0090
Unit/Project Description:
The Administrative Assistant (I), as part of the Finance and Administration Team, will support a number of projects associated with the CLSA as well as the McMaster Institute for Research on Aging.
Parminder Raina, the Administrative Assistant (I) will have exposure to providing a full range of administration support to managers and faculty within the group.
Job Summary:
Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.
Duties and Responsibilities:
- 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.
- Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
- 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
Supervision:
- No formal supervision of others is required.
- Provide orientation and show procedures to others.
Qualifications:
- 2 year Community College diploma in Office Administration or related field of study.
- Requires 2 years of relevant experience.
Assets:
- Previous experience working with Mosaic (Peoplesoft) is considered a strong asset
- Previous experience working in a university or research environment is considered a strong asset
Additional Information:
This role is a full-time on-site position at McMaster Innovation Park.
- Excellent organizational, time management, and planning skills:
- Experience coordinating calendars and meetings in an environment with frequently changing schedules and priorities
- Proven success at prioritizing and managing multiple tasks simultaneously.
- Ability to meet tight project deadlines and competing timelines.
- Flexibility and willingness to adapt quickly to changing priorities and tasks.
- High attention to detail while producing thorough and accurate work including editing and proofing documents.
- Excellent problem solving and critical thinking skills.
- Ability to respond creatively to resolve issues and maintain workflow.
- Excellent interpersonal skills and the ability to build and maintain relationships at work.
- A high degree of professionalism, integrity, and ability to handle confidential information.
- Ability to take initiative and follow through, but willing to ask for help when needed.
- Strong verbal and written communication skills.
- Ability to work independently and collaborate within a team environment.
- Commitment to maintaining a respectful and professional office environment.
- Experience in the following areas:
- Planning and coordinating various events and activities.
- Preparing meeting agendas, taking minutes from various committees, and transcription.
- Reviewing and submitting journal articles
- Providing administrative support to and liai
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