Schedule
Monday-Friday 8:30-4:30, 35 hours/week


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


Career Level
Requires 5 years of relevant experience, including one year of supervisory experience













Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.


JD #
JD0760


Pay Grade:
7


Title:
Administrative Assistant (IV)



Unit/Project Description:

The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus MD program. The Administrative Assistant, Academic (IV)\'s role is to provide program and administrative support for the UGME Associate Dean and Program Manager in the Hamilton campus. The incumbent will oversee and facilitate key committees, meetings, and events, faculty leadership recruitment, hiring, and renewals, and faculty development activities. Working closely with the Program Manager, the Administrative Assistant will support the UGME Faculty Leadership, Teaching, and Operating budget day-to-day and cyclical processes and oversight. The incumbent will actively support the Associate Dean and Program Manager\xe2\x80\x99s program projects, including research, report development, meeting and committee activity etc. In addition the Administrative Assistant will oversee and manage the Associate Dean and Program Manager\xe2\x80\x99s schedules and actively screen and respond to requests for meetings, appointments. The incumbent will facilitate and arrange part-time staff contracts and facilitate the on-boarding and of all Hamilton UGME staff. The incumbent will facilitate and arrange recruitment, interviewing, contracts and onboarding for UGME faculty positions. The incumbent will assist in managing the academic calendar for the program, and facilitate program event scheduling and planning where required. The Admin Assistant will need to utilize discretion, judgement and confidentiality per student and faculty member inquiries, meetings, visits. The incumbent must be able to work under general direction within a clear framework of accountability and exercises substantial personal responsibility, confidentiality, problem solving, decision making, and communication in order to deliver results. The Admin Assistant will assist with student enrolment, registration, student journey and learning environment administration and support. This position reports to the UGME Program Manager.


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. Supervises and directs the work activities of up to four continuing employees.


Purpose and 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.

Supervision:

• Supervise and direct the activities of up to 4 continuing employees
  

Requirements:

• 2 year Community College diploma in Office Administration or related field of study
• Requires 5 years of relevant experience, including one year of supervisory experience

Assets:

• Positive, empathetic customer service attitude, sensitivity to student, staff and faculty needs.

Additional Information:

Position requirements:

• Proven experience building and maintaining working relationships with a variety of stakeholders (i.e., faculty, staff, students, internal and external partners, etc.)
• Experience creating and updating materials including brochures, flyers and announcements.
• Proven experience using web-based platforms including survey monkey, eventbrite, Twitter, Facebook, Instagram and WebEx.
• Strong computer skills, proficiency and experience with Google Suite tools, Office 365 tools, (MedPortal, MedSIS experience an asset).
• Experience in data reporting and analysis.
• Experience supporting staff and faculty in a variety of roles/responsibilities.
• Experience identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems, proposing improvements to processes, monitoring workload, workflow and completion.
• Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands.
• Demonstrated ability to perform equally well individually and as part of a team.
• Advanced organizational skills, superior interpersonal and communication (oral and written) skills, problem solving skills, self-directed abilities, strength in multitasking, independent functioning, and sound judgement.
• Superior attention to detail skills and experience.
• Knowledge and understanding of the policies and procedures of the University and MD Programs a strong asset.

Access to reliable transportation for travel is required. This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands. Access to reliable home internet to facilitate working from home and a hybrid work model.
We thank all who apply; however, only those selected for an interview will be contacted.







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.