Ville : Hamilton

Catégorie : Other

Industrie : Education

Employeur : 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, Data Access

JD1682

Unit Description: 

The Canadian Longitudinal Study on Aging (CLSA) is a large, national research platform on health and aging allowing researchers to answer critical questions on the biological, medical, psychological, social, lifestyle and economic aspects of aging, disability and disease.  The CLSA is recruiting an Administrative Assistant to support the administrative processes for CLSA data access. This role will report to the CLSA Data Access Officer and work collaboratively with the CLSA administrative team.

Job Summary: 

Responsible for providing administrative and data access support for a research program. Supports the full data access application lifecycle. Performs the duties of the position in accordance with established policies, procedures, and timelines.

Duties and Responsibilities:

• Identify and analyze problems with the program for review and approval.
• Compile data access information and update deadline and timeline information.
• Greet visitors, answer or redirect general inquiries 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.
• Investigate questions and resolve problems concerning data access and data access applications.
• Inform data access applicants and application reviewers of established procedures for application preparation and review. Ensure that proper procedures are followed and deadlines are adhered to.
• Act as administrator for data access software system and manage accounts, generate reports, provide user support and support continuous improvement. 
• Review and process applications for data access.
• Compile and distribute applications for review to committees.
• Collect, analyze, assess, and summarize information relevant to the decision-making process for final approval and implementation.
• Provide updates to applicants about the status of their application and communicate results.
• Provide administrative support to committees, including onboarding members.
• Coordinate and organize regularly recurring events such as committee meetings.
• 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.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• 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.
• Prepare outgoing mail, faxes, and courier shipments

Supervision:

• Occasionally provides orientation and shows procedures to others

Qualifications:

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

Assets:

• Working knowledge of Magnolia, CLSA’s data access software.
• Experience with Mosaic, McMaster's main administrative information system or ERP system.
• Bilingual

Additional Information: 

The successful candidate will have the following:

• Excellent oral and written communications skills.
• Meticulous attention to detail and accuracy.
• Proven organizational skills to manage high volumes of work in a timely manner.
• Ability to learn quickly, adjust and adapt in a dynamic work environment. 
• Computer skills: Microsoft Office including Outlook, Word, Excel, PowerPoint; videoconferencing technology (e.g., Zoom, MS Teams).