Admin Assist II

McMaster University - Hamilton, ON (30+ days ago)

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Schedule Tuesday-Thursday, 8:30am-4:30pm 21 hours/wk
Education Level 2 year Community College diploma in Office Administration or related field of study
Career Level Requires 3 years of relevant experience
Hourly Rate $20.97 to $24.49 per hour

Job Description

Department, Unit or Project Description:
ICES McMaster is a research facility in the Faculty of Health Sciences, that conducts cutting edge studies that evaluate health care delivery and population outcomes. Reporting to the Manager, Finance & Administration, an Administrative Assistant is required to coordinate and administer efficient day-to-day operations of the research facility in matters related to: finance, research administration, physical resources, human resources and general office administration. A large component of this role will be supporting the facility’s financial management activities, including monitoring and reconciling accounts, coordinating cost recoveries back to grants and other funding sources, and preparing invoices, reports and year-end documentation.

Job Summary:
Organize and perform 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.

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.

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

Experience in a research setting and/or University environment
Experience with grant application and manuscript processes
Experience planning and coordinating a variety of meetings, workshops and activities.

Additional Information:
Financial acuity is required
Excellent organizational skills, with proven ability to handle a diverse workload, effectively managing and prioritizing workload responsibilities and timelines
Proficient in Microsoft Office Suite, Office 365, Adobe Acrobat Pro
Excellent analytic, interpersonal, presentation, oral and written communication skills
Strong attention to detail
Demonstrated ability to perform well individually and collaboratively in a team environment with minimum supervision
Demonstrated initiative in the workplace
Customer service oriented

How To Apply

To apply for this job, please submit your application online.

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and, within the lands protected by the “Dish with One Spoon” wampum agreement.

In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.