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

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Schedule 35 hours per week, Monday to Friday
Education Level 2 year Community College diploma in Office Adminstration or related field of study.
Career Level 3 years of relevant experience

Job Description

JD #:

Pay Grade:

Administrative Assistant, Academic (II)

Unit/Project Description:
The Biomedical Discovery and Commercialization (BDC) Program is a multidisciplinary training program, concentrated in the biomedical sciences that will produce graduates with combined strengths in discovery research and commerce. The format of the BDC program is a '4+1' Bachelor plus Master's Program. The program is administered through the Department of Biochemistry and Biomedical sciences, in the Faculty of Health Sciences.

The Department of Biochemistry and Biomedical Sciences is currently seeking an experienced Administrative Assistant to provide support to both the Biomedical Discovery and Commercialization undergraduate and graduate programs (BDC/MBDC), as well as administrative services to the faculty, students, Program Director and Manager. Reporting to the Program Manager, the incumbent will require a thorough understanding of academic program, functions, policies and procedures.

The successful candiate will be required to work as part of the Program's administrative team, providing back up and assistance to other team members as required, and other various duties as assigned by the Program Manager.

Job Summary:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

Purpose and Key Functions:
Identify and analyze problems with the program and prepare recommendations for review and approval.
Investigate questions and resolve problems concerning program, curricula, and admissions.
Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
Deliver a variety of academic program or department presentations.
Review and process applications for internal and external scholarship competitions and program admission.
Compile and distribute application and admission files for review by the Admissions Committee.
Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
Provide updates to applicants about the status of their application.
Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
Compile course information and update course calendar information.
Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
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.
Provide program and admissions information to potential applicants, students and faculty.
Act as a liaison between students and the various individuals and offices within and external to the department.
Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Gather and compile the paperwork required to facilitate hiring and payment processes.
Input financial and employee information required to process pay.
Write a variety of documents such as correspondence, reports, and meeting minutes.
Format, word process, edit, and proofread a variety of documents and materials.
Gather and compile data and documentation for a variety of reports, memos, and program activities.
Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
Collect, verify, and input data into a variety of spreadsheets and databases.
Update and maintain information and content on websites and social networks.
Coordinate the calendar of supervisor and resolve scheduling conflicts.
Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
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.
Maintain the confidentiality of student files and documents.

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

Requires 3 years of relevant experience.


Preference will be given to candidates who have prior experience working in an academic setting

Additional Information:
This position will include occasional evening and weekend work.

A cover letter and resume are required.

Additional Requirements:
Candidates must have strong computer skills (Microsoft Office: Outlook, Excel, PowerPoint, Word) and be comfortable working with technology and learning new software/programs (e.g., MOSAIC (PeopleSoft); Avenue to Learn; WordPress).
Candidates must have excellent interpersonal skills and written and oral communication skills as there will be daily interaction with faculty, students, staff, other departments, and members from the external community.
Ability to manage high pressure situations with a high degree of professionalism is critical.
Exceptional organizational, time management and problem-solving skills are essential as frequent interruptions will occur. Must have the ability to work under pressure to meet strict deadlines and handle heavy volumes of work during peak periods.
Candidates must have excellent attention to detail and demonstrate initiative, flexibility and good problem solving skills.
Proven commitment to student success and exceptional customer service skills.

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.