Job ADMINISTRATIVE ASSISTANT (II) in Hamilton

ADMINISTRATIVE ASSISTANT (II)

Hamilton
Job description
Schedule
Monday-Friday, 17.5 hours per week

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

Career Level
Requires 3 years of relevant experience.




Job Description


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 #


JD00091



Pay Grade


5



Title:

Administrative Assistant (II)



Unit/Project Description:
For Department use only.


The Department of Medicine, Division of Geriatric Medicine, is seeking a highly organized, resourceful, motivated and creative individual to provide part-time support to the Geriatric Residency Program Director (17.5 hours)



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.



Purpose and Key Functions:

  • 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.


Requirements:

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

Requires 3 years of relevant experience.



Assets:
For Department use only.


  • Working knowledge of, and experience with, McMaster policies and procedures, particularly those related to HR, Finance and Procurement.
  • Excellent communication skills with demonstrated customer service focus and proven relationship management experience.
  • Experience executing considerable judgement, tact, creativity, and initiative to resolve problems and maintain workflow.
  • Experience working in an accredited academic clinical setting with faculty and students.
  • Experience with software applications: Advanced skills in MS Word, Power Point, MS Outlook, and Mosaic/PeopleSoft (advanced skills using the finance modules) are essential.
  • Experience with updating websites (wordpress) and in preparing and posting material to such sites.
  • Experience with social media (Twitter/Facebook/LinkedIn/Instagram)


Additional Information:

Must be able to work in a fast-paced, busy environment.

Excellent inter-personal skills are of the utmost importance.

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 “Dish With One Spoon” 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, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s 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’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), 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 Policy will be currently paused, this Policy may resume quickly and on short notice, as informed by public health advice and direction. As a result, failure to achieve and maintain fully vaccinated status or an approved human rights-based exemption may result in termination of employment. This is a term and condition of employment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.

Job ADMINISTRATIVE ASSISTANT (II) in Hamilton

McMaster University

Hamilton