Administrative Assistant - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Department Description:

The Michael G.

DeGroote Institute for Infectious Disease Research (IIDR) is a multi-disciplinary team of investigators and trainees who are working to find new treatments and preventative measures to control infections that have devastating impacts on health.

The aim of the IIDR is to lead a local, national, and international effort that focuses world-class investigators, state-of-the-art facilities and innovative research and development programs in infectious disease and antimicrobial resistance (AMR) to position the IIDR, our network of partners, Ontario and Canada as a global leader in AMR research and innovation.

Additionally, the David Braley Centre for Antibiotic Discovery (DBCAD), a new Centre established in 2018, offers an opportunity for McMaster to take a globally recognized leadership position in this field.

The IIDR and the DBCAD priorities are to brand McMaster as the site in Canada, and in the top 5 in the world, to address the crisis of AMR and other infectious disease threats to Federal and Provincial governments, work diligently to identify new funding opportunities, work with senior management to identify philanthropic opportunities for support and communicate to the research community, the government, and the public.

Job Summary (JD00643):

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.

Representative Duties & Responsibilities:

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 make adjustments to 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, nonpo vouchers, invoices, requisitions, journal entries, pcard and dinner card transactions.
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.
On occasions coordinate travel and accommodation arrangements for senior leadership.
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.