Administrative Assistant - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Schedule

Monday - Friday, 8:30am - 4:30pm (Hybrid schedule)

Education Level

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

Career Level

Requires 3 years of relevant experience.

The DeGroote Student Experience team supports all students at the DeGroote School of Business - Specialized Graduate Programs, MBA and BCom.

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.

The Specialized Grad Programs team at the DeGroote School of Business offers outstanding students the opportunity to study and conduct leading-edge research with some of the top researchers in their fields.

The Specialized Grad Programs include the Master of Finance Program, the PhD Program, and the interdiciplinary eHealth Program.

The incumbent will work with graduate program peers, faculty, and the School of Graduate Studies to serve current and prospective students.

This requires a high degree of empathy, active listening and institutional knowledge to include the appropriate Student Experience team member, or university department, when resolving issues.

The incumbent must demonstrate problem solving and proactiveness in anticipating and mitigating potential issues.

General Description
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of
academic program or department events and activities and is also accountable for monitoring the graduate program budget and
forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies,
procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term
staff.

Representative Duties & Responsibilities

Identify and analyze problems with the program and prepare recommendations for review and approval.
Investigate questions and resolve problems concerning program, curricula, and admissions.
Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
Advocate on behalf of students who require accommodations or nonstandard arrangements with regards to funding and program requirements.
Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
Create financial projections and make adjustments to the program budget throughout the fiscal year.
Deliver a variety of academic program or department presentations.
Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
Compile course information and update course calendar information.
Provide program and admissions information to potential applicants, students and faculty.
Act as a liaison between students and the various individuals and offices within and external to the department.
Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolmentcourses.
Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Gather and compile the paperwork required to facilitate hiring and payment processes.
Input financial and employee information required to process pay.
Write a variety of documents such as correspondence, reports, and meeting minutes.
Format, word process, edit, and proofread a variety of documents and materials.
Gather and compile data and documentation for a variety of reports, memos, and program activities.
Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
Collect, verify, and input data into a variety of spreadsheets and databases.
Update and maintain information and content on websites and social networks.
Coordinate the calendar of supervisor and resolve scheduling conflicts.
Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
Monitor