Administrative Assistant to The Chair - Hamilton, Canada - McMaster University

McMaster University

Verified Company

Hamilton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Schedule
Monday - Friday 8:30am - 4:30pm

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

Career Level
Requires 3 years of relevant experience

JD 00709

Unit Description

McMaster's Department of Kinesiology is a vibrant group of faculty, staff, postdoctoral fellows, and students who study the science of human movement.

We are seeking an experienced Administrative Assistant with a high level of leadership, interpersonal and organizational skills to oversee the Chair's Office.

The incumbent will be a member of our Administrative Team that supports the Chair in the delivery of the Department of Kinesiology academic mission.

Job Summary
Responsible for overseeing the day-to-day operation of a Chair's Office within a department. Provides administrative and analytical support to the Chair in a variety of areas. Coordinates activities on the Chair's behalf.

Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.

Purpose and Key Functions

Act as a point person for all staff who support the Chair.
Provide analytical and administrative support to the Chair on a variety of departmental issues, projects, and programs.
Prepare detailed briefing materials for the Chair 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 Chair.
Keep track of assignments made to others for actions to be taken on the Chair'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, tenure and promotion, and selection committees.
Support the administration and coordination of the election processes to fill vacancies on departmental committees.
Followup on and ensure appropriate implementation of decisions made by the Chair.
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 decision making process and develop

- recommendations for final approval and implementation.

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 full time 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 Chair's calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair.
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 Chair.
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

Requirements:

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

Assets

Strong interpersonal skills, including communication (verbal and written), active listening, and empathy.
Demonstrated ability to work collaboratively as part of a team.
Demonstrated ability to manage time effectively and work independently.
Experience in an academic setting, working with faculty, support staff, and undergraduate students.
Strong computer skills, including the use of all Microsoft 365 components.

Additional Information