City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

Administrative Assistant (III), UNENE
(JD0643)

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

Engineering Physics / UNENE Graduate Program:

The University Network of Excellence in Nuclear Engineering (UNENE) is a Canadian based alliance of universities, nuclear industry organizations, and government agencies focused on the support and development of nuclear education, research, and collaboration. UNENE's programs mainly focus on education and research serving the industry at large. The educational component is in the form of two graduate programs, an M. Eng program and a G. Dip. program, both built for and catering to the full-time working professional. The graduate education programs are intended to enhance competencies and build knowledge for students. The R&D programs are led by UNENE University Research Chairs (IRCs) and other prominent researchers in areas of importance to the nuclear industry.

UNENE is seeking an Administrative Assistant to support the day-to-day operations of the network under the supervision of the Graduate Education Program Director, with the overall objective of maintaining the network's efficient operation and with a particular focus on supporting the operation of the graduate education program. This position involves working within the framework of the program's vision and supporting the vision by developing and implementing a wide range of administrative and operating procedures. Work will be done in close collaboration with various university experts and industry stakeholders.

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. Responsible for providing direction to others in how to carry out work tasks.

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.

Requirements:

• 2-year Community College diploma in Office Administration or related field of study.
• Requires 4 years of relevant experience.

Supervision:

• Provide direction to others in how to carry out work tasks.
• Requires 4 years of relevant experience.

Assets:

• Familiarity with McMaster University systems and graduate education policies and structures
• Familiarity with online Learning Management System (LMS) tools (e.g., CANVAS, Avenue2Learn)

Additional Information:

The Administrative Assistant will have specific accountabilities including:

• Supporting all aspects of the program application and admission process, including communicating with applicants and university stakeholders, and ensuring admissions procedures are followed
• Supporting in-program students through all areas of their academic careers, including course registration, program progress, completing petitions and formal requests, and graduation procedures; maintaining and presenting student statistics
• Supporting course scheduling, planning, and delivery, including course registration, classroom bookings, in-person/hybrid/online course delivery logistics, and instructor appointment and hiring
• Supporting course administration including course outlines, course grades, and collection/analysis/implementation of course and student feedback; maintaining the UNENE graduate handbooks and adjusting/improving/revising education procedures
• Providing additional assistance and support to instructors for all aspects of course delivery as needed
• Maintaining course financial records, including preparing financial spreadsheets, assisting with financial expense claims, completing financial transfers between universities, and completing McMaster budgeting/forecasting
• Acting as the primary point of contact for the UNENE Learning Management System (CANVAS), including providing support to students and instructors and liaising with CANVAS support   
• Preparing for and participating in UNENE education reviews and audits
• Assisting with implementing ongoing program enhancements under the direction of the Graduate Education Program Director, assisting with reporting to the UNENE Education Advisory Committee (EAC) and Subcommittee(s) and attending EAC and Subcommittee meetings
• Assisting with any other education program support as needed, including maintaining the education program archive
• Communicating and engaging with McMaster and other UNENE universities, UNENE Board of Directors, industry stakeholders and Members’ Representatives
• Helping to maintain the UNENE website education sections
• Planning and attending meetings, and preparing meeting notes and minutes
• Collecting contributions from various organizations and individuals, assembling and assisting in the publishing of various monthly and annual reports and other communications

The successful candidate will have / demonstrate the following:

• Excellent knowledge of office procedures
• Proven background in academic administration
• Ability to effectively support an office with multiple functions
• Ability to engage with many stakeholders across multiple institutions
• Proficiency with MS Office and PeopleSoft (Mosaic, in particular, the Graduate Education, Finance and Human Resource modules)
• Excellent communication skills, both written and verbal
• Strong interpersonal skills and ability to work with a team with efficiency and diplomacy
• Ability to prioritize work based on minimal direction and competing priorities
• Ability to manage multiple processes, take initiative and deal with multiple groups
• Ability to exercise tact, discretion, problem solving skills
• Ability to work under pressure to meet deadlines

The successful candidate must also have experience in the following areas:

• Scheduling and planning meetings and supporting committees
• Preparing and editing written documents, including correspondence, reports, and presentations
• Collecting and formatting data for presentation
• Planning and coordinating events, travel arrangements, and complex logistics

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.