City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

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.

Job Summary:

The Administrative Assistant (III) will oversee the day-to-day administrative operations of a Research Institute, establish priorities and schedule projects. The successful incumbent will participate in the implementation of projects, work methods and procedures and recommend procedural changes to improve unit efficiency.

Accountabilities:

• 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 adjust 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.

Skills and Qualifications:

• 2-year Community College diploma in Office Administration or related field of study.
• Requires 4 years of relevant experience.
  • Well versed in Excel, including data entry, maintaining spreadsheets, summarizing data tables, and creating basic graphs/charts
  • Experience updating and maintaining website content
  • Understanding of MOSAIC and budget-related processes
  • Strong communication and interpersonal skills
  • Ability to use professional social media platforms effectively
  • Strong organizational skills and attention to detail