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


Education Level
College Diploma


Career Level
Experienced (Non-Manager)
















JD #:
JD00643


Pay Grade:
6


Title:
Administrative Assistant III


Unit/Project Description:

The Department of Pediatrics at McMaster University and McMaster Children\xe2\x80\x99s Hospital is home to over 300 pediatricians, scientists, teachers
and learners whose collective mission is to improve the wellbeing of children and their families \xe2\x80\x93 both locally, regionally, and around the globe.
We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning
teachers. Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children,
regardless of health status, can experience a fulfilling life. Our administrators are valued team members and are critical to the success and impact
f our work. Our Vision: A brighter path for every child and their family. Our Mission: Together, we lead to advance child and youth health. We are committed to patient-centred care, research, education, learning, and
advocacy. We strive for diverse representation, inclusive participation, equitable opportunities, and we address structural barriers to improve
healthcare outcomes. Our innovative work achieves global impact and enhances the well-being of all children and their families. We support the
welfare of ourteam members and engage with respect and accountability. Our Values: We value compassion, collaboration, excellence, and innovation. We recognize it is our responsibility to create environments where all
people feel safe and supported. We invite you to find out more about us by visiting our website: https://healthsci.mcmaster.ca/pediatric This position will provide administrative support to a senior academic physician within a clinical, academic and medical research environment in the
division of neuromuscular and neurometabolics. The successful applicant will provide a full range of administrative duties that require a thorough
understanding of the University and Hospital organizations, functions, policies and procedures. You will need to demonstrate superior interpersonal
and communication skills. In this role, you will need to be able to handle competing priorities on a daily basis. The successful candidate will have extensive administrative experience supporting an academic researcher in all aspects of medical research,
includinglaboratory and clinical In this role, you will provide some support to the clinical activities, liaising on occasion with patients/parents; the
clinic andmulti-disciplinary clinical teams. You will regularly interact with various learners and research staff. You will provide direct support to for
all aspects of research administrative tasks , including managing both HHS and university research finance accounts and account reconciliation and
budget monitoring. To be successful in this position, you must have strong administrative, organizational and interpersonal skills. As well as the relevant experience
workingwith all levels of learners; managing calendars, liasing with Ambulatory clinic allied health care teams and budget tracking.


Job Summary:
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.


Purpose & Key Functions:

• 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 decision making 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.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• 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

Requirements:

2 year Community College diploma in Office Administration or related field of study. Requires 4 years of relevant experience.


Assets:

• Overtime and attendance at before and after hours meetings may be required
• knowledge of neuromuscular and neurometabolic disorders.
  

Additional Information:

• Experience working in a child and youth medical environment
• Extensive experience with calendar management
• The ability to maintain strict confidentiality is essential.
• computer software programs - Experience with Microsoft Office Suite, including Office 365, particularly Outlook, WORD and Excel, Powerpoint; is expected.
• experience with hospital EMR systems \xe2\x80\x93 EPIC, Quanum
• experience with research administrative tasks, such as: the REB process; HRS (Health Research Services processes)
• Experience with supporting various data tracking/collection tools including web-based platforms such as - CV\'s (Curriculum Vitae\'s - including Common CV; MACFACTS and Word CV\'s ), grant application processes; online publication submissions
• Financial Acumen - Experience with budget management; expense tracking and processing opening, closing, and managing multiple accounts/funding sources
• experience with the processes of the McMaster University; McMaster Children\xe2\x80\x99s Hospital and Hamilton Health Sciences
• experience with purchasing services in the hospital and university
• experience with completing web-based forms
• experience with minute taking
• experience with interacting with international professional organizations and agencies
• Knowledge of medical terminology
• Experience with undergraduate, and graduate learners
• Problem solving abilities, and the ability to manage competing deadlines effectively and efficiently are required.
• The need to triage telephone calls and prioritize competing demands makes initiative, mental flexibility, and problem-solving skills essential.

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 \xe2\x80\x9cDish With One Spoon\xe2\x80\x9d wampum agreement. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. 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 University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, M\xc3\xa9tis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+. As part of McMaster\xe2\x80\x99s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information. Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.




Vaccination Policy Statement






The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University\xe2\x80\x99s Vaccination Policy-COVID-19 Requirements for Employees and Students (the \xe2\x80\x9cVaccination Policy\xe2\x80\x9d), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Vaccination Policy is currently paused, it may resume quickly and on short notice, as informed by public health advice and direction. Should it become necessary in future to resume the Policy, all community members will need to demonstrate compliance at that time. Successful applicants in those positions that work in host hospitals or other healthcare sites that have active vaccination mandates in place will need to comply with these and any other health and safety measures necessary as part of their appointment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.




Hybrid Work Language






To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.