JD #:

JD00091

Pay Grade:

5

Title:

Administrative Assistant (II)

Unit/Project Description:

The Department of Pediatrics is currently welcoming applications for a full-time Administrative Assistant (II). This is an excellent

 opportunity for an organized, motivated and detail-oriented individual to join us in an important role at McMaster University. An Administrative 

Assistant is required to provide secretarial and administrative support in the Department of Pediatrics.  The successful incumbent will coordinate

 support within a Division of Immunology Allergy and Dermatology; along with one other administrative staff to administer general office, 

accounting and program procedures within a fast-paced, academic medical setting.  The Division currently includes two full-time faculty.

In this role, you will support both clinical and academic activities, including liaising daily with families, the clinic and multi-disciplinary teams,

along with various learners and research staff.  You will provide direct support to multiple clinical faculty, including calendar management,

 meeting-minutes, RMA/OHIP billing; clinic/learners schedule, research activities such as grant and REB applications, and any financial

aspects including processing expenses. This position will also have some responsibility for liaising with the clinic and allied health care team

 members. You will be responsible for maintenance of the various activity tracking databases required by the Department of pediatrics and Faculty

 of Health Sciences (CV’s, education hours, merit spreadsheet etc.)

About Us

The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and
learners whose collective mission is to improve the wellbeing of children and their families – both locally, and around the world.

We are a dynamic, multidisciplinary team dedicated to advancing care, research, and education for children with complex immune-related conditions.

 In alignment with McMaster Children’s Hospital’s commitment to excellence, innovation, and family-centered care, the division aims to improve clinical

 outcomes and enhance the patient and family experience. We are deeply committed to fostering an environment of collaboration, continuous improvement,

 and compassionate care that meets the evolving needs of our patients while inspiring the next generation of leaders in pediatric medicine.

We invite you to find out more about us here:

https://healthsci.mcmaster.ca/pediatrics

https://www.instagram.com/macupediatrics/

https://www.linkedin.com/company/mcmaster-university-department-of-pediatrics

https://pediatrics.healthsci.mcmaster.ca/about-us/mission-vision-values/

What We Offer:

In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

•Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.

•Participation in a Group Retirement Savings Plan.

•Training, coaching and professional development opportunities

•Employee tuition assistance for continuous development and education

•Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning

•Progressive paid annual vacation plan

Job Summary:

Organize and perform 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.

Key Purpose & Functions:

• 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.

 Requirements:

• Two year Community College diploma in Office Administration or related field.
• Requires three years of relevant experience.  

Assets:

•  

  Attendance at the occasional before and after-hours meetings may be a requirement of this position.

•  

  Medical terminology would be considered an asset

•  

  Experience with OHIP billing would be considered an asset

We welcome candidates who are inspired by our MVV framework and who will strive to uphold our values everyday

Additional Information:

Knowledge and Experience with:

Environment:

•   Experience working in a child and youth medical environment

•  Relevant experience and knowledge within a clinical academic environment

•   Robust self-care skills and an ability to cope emotionally with encountering the themes of palliative medicine.

   
Technology:

•   computer software programs – Skilled with using Microsoft Office Suite, including Office 365 and Outlook, SharePoint, WORD and EXCEL, PowerPoint;        is expected.

•   Virtual meeting/appointment coordination, using ZOOM and Microsoft TEAMS

•   Experience with supporting various data tracking/collection tools including web-based platforms such as CVs (Curriculum Vitaes)

•   Hospital EMR systems (EPIC), Quanum

Finance:

•   Relevant experience with financial processes including within multiple institutions such as expense processing.

•   Knowledge regarding opening and closing of research accounts

•   Relevant experience with budget management, account reconciliation.

Planning & Organizing:

•   Three years relevant experience supporting multiple people

•   Extensive experience with calendar management

•   Experience with reference management

•   Relevant experience with event coordination - such as rounds, small meetings and Workshops

•   Relevant experience with Minute taking

•   the ability to think critically to prioritize competing demands, identify issues and apply insights to problem-solving.

•   The responsible individual must also establish their workflow priorities to ensure that all deadlines are met and that the workload for the multiple faculty       members flows efficiently.

•  Be adaptable to adjust to changing priorities, processes, or environments. Comfortable handling unexpected challenges with the capacity to learn and          adopt new skills, technologies, and methods to meet evolving organizational needs.

   
 Other Interpersonal Skills:

•  

  Ability to communicate and build positive relationships with colleagues, partners and stakeholders both internally and externally coupled with the ability to clearly convey ideas, instructions, and information to diverse audiences (both verbally and written) 

•  

  Ability to navigate conflicts to find resolutions that support team cohesion and organizational success.