Administrative Assistant - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Schedule
Monday-Friday.

35 hours per week, 7 hours per day.

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

Career Level
4 years of experience

Ranked as one of the world's Top 100 universities,
McMaster University is devoted to the cultivation of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff and alumni who make up the McMaster family.

Dedicated to creating a _Brighter World_, we recognize that our people are our most valuable resource.

Those who join McMaster will find a community of talented individuals who are inspired by the university's commitment to embodying the values of integrity, quality, inclusiveness and teamwork.

It is through these talented individuals, their creativity and drive for results that McMaster University has earned its reputation as being Canada's most innovative university.

The Faculty of Health Sciences (FHS), the largest Faculty within McMaster, has an unwavering commitment to collaboration, strategic partnerships, accountability, innovation, excellence, integrity and optimism.

Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.

The Faculty enjoys close relationships with its academic hospital partners, as well as strong collaborations with researchers in Canada and around the world.

We are currently searching for a dedicated & experienced
_Administrative Assistant_ who will directly support both the
_Associate Dean, Equity & Inclusion__ _and the
_Associate Dean, Indigenous Health_ within the Faculty of Health Sciences.

This role will work closely with multiple diverse networks across each of the Associate Dean's portfolios, and key functions of this position include day-to-day calendar management, coordinating meetings, committee support, coordinating projects, writing a variety of documents such as minutes, agendas, correspondence & reports, answering and directing inquiries, processing finance related work, and contributing to events and initiatives led by the Associate Deans.

To be successful in this position, the _Administrative Assistant_ must have excellent communication, organizational and time management skills, initiative, and work well independently and within a team.

Job Summary:

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects.

Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements.

Responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
Follow up on and ensure appropriate implementation of decisions made by supervisor.
Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
Collect, analyze, assess, and summarize information relevant to the decisionmaking process and develop recommendations for final approval and implementation.
Develop estimates of time and resources for various activities and events.
Contribute to the development of budgets for review and approval.
Implement and maintain budgets. Create financial projections and adjust budgets throughout the fiscal year.
Exercise appropriate controls, monitor, and reconcile accounts.
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.
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 pro