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
Administrative Assistant (Research)
JD 1283
Job Summary:
Responsible for overseeing the day-to-day operation within a Faculty/ Department/ Institute. Provides administrative and analytical support to the Director in a variety of areas. Coordinates activities on the Directors behalf and acts as a liaison to senior management across campus.
Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.
Provides lead hand supervision to administrative staff within the office.Key Purpose and Functions:
- Act as a point person for all staff who support the Director.
- Provide analytical and administrative support to the Director on a variety of campuswide and faculty issues, projects, and programs.
- Prepare detailed briefing materials for the Director prior to meetings.
- Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
- Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Director.
- Keep track of assignments made to others for actions to be taken on the Director's behalf and ensure that deadlines for responses are met.
- Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, annual performance review, and selection committees.
- Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
- Followup on and ensure appropriate implementation of decisions made by the Director.
- Resolve complex problems within area of responsibility and 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, resources, and budgets required for various activities, events, and projects.
- Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
- Exercise appropriate controls, monitor, and reconcile accounts.
- 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.
- Provide policy and procedure information to others.
- Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and fulltime staff.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Prioritize and schedule appointments for the Director's calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Director.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- Write a variety of documents such as procedure manuals, reports, and minutes.
- Draft correspondence on behalf of the Director.
- 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.
- Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
- 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:
- Provide lead hand supervision and is responsible for the quality and quantity of work of others.
Qualifications:
- 2 year Community College diploma in Office Administration or related field of study.
- Requires 4 years of relevant experience.
Assets:
- Previous experience working in a university environment is an asset.
Additional Information:
- Competency in an Indigenous language or knowledge of Indigenous languages is considered an asset.
- Knowledge of Indigenous research methodologies and data governance principle
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