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    Anesthesia Administrative Assistant II - Hamilton, Canada - McMaster University

    McMaster University
    McMaster University Hamilton, Canada

    2 weeks ago

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    Description
    Posting Details
    Schedule Monday to Friday 8:00AM to 4:00PM Education Level College Career Level 2-3 years of experience
    Job Description

    Department Description

    Located within the Faculty of Health Sciences, the is currently welcoming applications for a full-time, continuing, Administrative Assistant II to join our team This is an excellent opportunity for an experienced professional to join us in an essential role for the department's Leadership group. Our major strength is our people, through which we strive for excellence in the fields of clinical anesthesia, pediatric anesthesia, critical care, pain medicine, research, and education.

    General Description

    Organizes and performs a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

    Duties & Responsibilities

  • Establish priorities for general office operations.
  • Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
  • Greet visitors, answer, or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
  • 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.
  • 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.
  • Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
  • 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

  • Provide direction to others in how to carry out work tasks.
  • Ensures adherence to quality standards and procedures for short-term staff and volunteers.

    • Qualifications

  • 2-year Community College diploma in Office Administration or related field of study.
  • Requires 3 years of relevant experience.

    • Assets

  • Experience with REDCap or similar survey software.
  • Experience managing multiple calendars.
  • Familiarity with McMaster Policies
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