Academic Admin Assistant – Chemistry Grad Program[…]
City : Hamilton
Category : Other
Industry : Education
Employer : McMaster University
Hamilton, ON
About the Department of Chemistry and Chemical Biology & Chemistry Graduate Program
The Department of Chemistry & Chemical Biology, with a contingent of approximately 30 full-time faculty members, conducts leading-edge research and top-tier training of undergraduate and graduate students. We offer undergraduate programs in Chemistry, Chemical Biology, and Sustainable Chemistry, including co-operative education options. Our state-of-the-art laboratory facilities and instrumentation facilitate both education and research, and we maintain rich collaborative relationships with many departments across campus.
About the position
We are seeking an experienced administrative assistant to support our Chemistry Graduate Program which is currently comprised of approximately 70 students. This role will be expected to work under general direction within a clear framework of accountability, and exercise substantial personal responsibility to deliver results. The Chemistry Graduate Program portfolio includes supporting recruitment, monitoring in-course students proactively, and special projects related to strategic recruitment and website/social media updates.
We are looking for a resourceful self-starter with a positive approach to customer service that is able to work both independently and as part of a team. The ability to adapt to changing priorities and handle multiple tasks efficiently is important in this role. We are seeking a detail-oriented candidate with strong follow-up skills who can effectively manage tasks and ensure completion within established timelines. The ideal candidate will have experience coordinating and overseeing multiple projects simultaneously. Additionally, the ability to prioritize tasks and responsibilities is a must-have for this position.
Job Summary
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. 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. Create financial projections and make adjustments to the program budget throughout the fiscal year. 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.
Requirements 2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience.
Assets Familiarity with academic policies and procedures is an asset. Experience working in an academic environment or with an academic program is an asset.
Additional Information Demonstrated experience and high-level proficiency using Mosaic, Grad Admin Tools, Slate, social media platforms (LinkedIn, Twitter, Facebook, Instagram, etc.), and Office 365 (Excel, Outlook, Word, PowerPoint, OneDrive, SharePoint, Forms, etc.). Must demonstrate experience in database management and compiling ad-hoc reports. This role requires a high level of demonstrated accuracy and attention-to-detail in record keeping, financial management, and data analysis. Srong communication and interpersonal skills are required to work effectively with diverse groups of people including students, faculty, staff, and external stakeholders. Abilty to problem-solve and triage urgencies independently is critical in this role. Must be proactive and possses excellent organizational and time-management skills to autonomously manage multiple tasks and competing priorities effectively. Advanced written and verbal communication skills are required for this role, with exceptional attention to detail and clarity, required to communicate about complex issues and to foster and maintain relationships; including assisting with development of departmental newsletters/external communications to students, faculty, and other stakeholders. Ability to exercise sound judgment, maintain confidentiality, and demonstrate tact, sensitivity, and diplomacy in dealing with varied clientele. Experience tracking milestones and program requirements for in-course graduate students and proactively identifying gaps. Must possess financial acumen to perform routine calculations, manage budgets, and perform financial forecasting. Experience managing financial records, including reconciling accounts, processing reimbursements, and managing purchase orders is an asset. We are looking for a self-starter who displays initiative, is resourceful, and works well with a team, but can also manage critical tasks while working autonomously. This individual will be committed to process enhancements. This is a busy role with competing demands so the successful candidate must be highly organized, work well under-pressure, and have demonstrated the ability to manage competing demands and deadlines while maintaining a high level of accuracy and customer service.
About the Department of Chemistry and Chemical Biology & Chemistry Graduate Program
The Department of Chemistry & Chemical Biology, with a contingent of approximately 30 full-time faculty members, conducts leading-edge research and top-tier training of undergraduate and graduate students. We offer undergraduate programs in Chemistry, Chemical Biology, and Sustainable Chemistry, including co-operative education options. Our state-of-the-art laboratory facilities and instrumentation facilitate both education and research, and we maintain rich collaborative relationships with many departments across campus.
About the position
We are seeking an experienced administrative assistant to support our Chemistry Graduate Program which is currently comprised of approximately 70 students. This role will be expected to work under general direction within a clear framework of accountability, and exercise substantial personal responsibility to deliver results. The Chemistry Graduate Program portfolio includes supporting recruitment, monitoring in-course students proactively, and special projects related to strategic recruitment and website/social media updates.
We are looking for a resourceful self-starter with a positive approach to customer service that is able to work both independently and as part of a team. The ability to adapt to changing priorities and handle multiple tasks efficiently is important in this role. We are seeking a detail-oriented candidate with strong follow-up skills who can effectively manage tasks and ensure completion within established timelines. The ideal candidate will have experience coordinating and overseeing multiple projects simultaneously. Additionally, the ability to prioritize tasks and responsibilities is a must-have for this position.
Job Summary
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. 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. Create financial projections and make adjustments to the program budget throughout the fiscal year. 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.
Requirements 2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience.
Assets Familiarity with academic policies and procedures is an asset. Experience working in an academic environment or with an academic program is an asset.
Additional Information Demonstrated experience and high-level proficiency using Mosaic, Grad Admin Tools, Slate, social media platforms (LinkedIn, Twitter, Facebook, Instagram, etc.), and Office 365 (Excel, Outlook, Word, PowerPoint, OneDrive, SharePoint, Forms, etc.). Must demonstrate experience in database management and compiling ad-hoc reports. This role requires a high level of demonstrated accuracy and attention-to-detail in record keeping, financial management, and data analysis. Srong communication and interpersonal skills are required to work effectively with diverse groups of people including students, faculty, staff, and external stakeholders. Abilty to problem-solve and triage urgencies independently is critical in this role. Must be proactive and possses excellent organizational and time-management skills to autonomously manage multiple tasks and competing priorities effectively. Advanced written and verbal communication skills are required for this role, with exceptional attention to detail and clarity, required to communicate about complex issues and to foster and maintain relationships; including assisting with development of departmental newsletters/external communications to students, faculty, and other stakeholders. Ability to exercise sound judgment, maintain confidentiality, and demonstrate tact, sensitivity, and diplomacy in dealing with varied clientele. Experience tracking milestones and program requirements for in-course graduate students and proactively identifying gaps. Must possess financial acumen to perform routine calculations, manage budgets, and perform financial forecasting. Experience managing financial records, including reconciling accounts, processing reimbursements, and managing purchase orders is an asset. We are looking for a self-starter who displays initiative, is resourceful, and works well with a team, but can also manage critical tasks while working autonomously. This individual will be committed to process enhancements. This is a busy role with competing demands so the successful candidate must be highly organized, work well under-pressure, and have demonstrated the ability to manage competing demands and deadlines while maintaining a high level of accuracy and customer service.