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.

Administrative Assistant (II)

Project Description:

OnSPARK is a health data platform that supports quality improvement, innovation, and research across the long-term care (LTC) sector in Ontario. Operating in close collaboration with health system, government and academic partners, OnSPARK securely integrates and curates real-world data from LTC homes to enable high-impact, evidence-informed work. We are seeking an Administrative Assistant to support the OnSPARK team with a range of administrative and coordination tasks, including assisting with financial tracking and reporting, scheduling and organizing meetings and events, preparing documentation and forms, and supporting faculty with updating CVs, managing online interfaces, and coordinating grant and ethics submissions. The team operates primarily in a remote environment with a hybrid component. While most work can be completed remotely, occasional in-person meetings or events are held on campus as needed, without a fixed schedule. 

Job Summary:

Organizes and performs 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.

Duties and Responsibilities:

• 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.

Supervision:

• Provide direction to others in how to carry out work tasks.
• Ensures adherence to quality standards and procedures for short-term staff and volunteers.

Qualifications:

• 2 year Community College diploma in Office Administration or related field of study.
• Requires 3 years of relevant experience.

Assets:

• Familiarity with the long-term health care sector is considered an asset.

Additional Information:

• Familiarity with McMaster's administrative systems and processes (e.g., PeopleSoft/Mosaic for expense and voucher submissions, policies related to travel and procurement)
• Proficiency with Microsoft Excel, Word, Teams and SharePoint for document sharing and collaboration.