McMaster University Hamilton, ON, Canada
Sep 16, 2019Part time
Regular/Temporary Regular Job Title ADMINISTRATIVE ASSISTANT (II) Job ID 28829 Location St. Joseph's Hospital Open Date 09/13/2019 Job Type Continuing Close Date 09/26/2019 Employee Group Unifor Unit 1, Staff Department Psychiatry Salary Grade/Band Grade 5 Salary Range $20.56 - $28.93 (hourly) Hours per Week 20 Posting Details Schedule Monday to Friday - Four hours/day (Mornings preferred) Education Level Two year Community College diploma in Office Administration or related field of study Career Level Requires three years of relevant experience Job Description JD #: JD00091 Pay Grade: 5 Title: Administrative Assistant (II) Unit/Project Description: The incumbent will provide support to a senior researcher within the Mood Disorders Program in the Department of Psychiatry and Behavioural Neurosciences. This includes support to the research team in the development of the Neurosciences Program. The incumbent will help to facilitate the offer and onboarding of learners, i.e. postdoc fellows and research assistants. They will also provide administrative assistance in arranging travel, accommodations and organizing seminars and conferences. Financial management of the various research programs and funding are a very important part of the job. The incumbent will be required to assist the faculty member with OHIP billings and academic work. 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. Purpose and Key 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: 2 year Community College diploma in Office Administration or related field of study. Requires 3 years of relevant experience. Additional Information: The incumbent will have experience in complex scheduling and will have strong computer skills and knowledge of hiREB, STAR CV, MacFacts, MOC, Mosaic, as well as Microsoft programs. Knowledge of Webstar (RMA) is required. Sharp financial management and analytical competences are crucial. Excellent communication skills are required for interactions with faculty, staff, students and internal/external contacts. The successful applicant will be detail-oriented and possess outstanding interpersonal and organizational skills. The ability to work independently and arrange extensive travel will be necessary. Experience supporting a clinical faculty member including RMA billing is required. Attendance at early morning and evening meetings are an expectation of this position. How To Apply To apply for this job, please submit your application online. Employment Equity Statement McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and, within the lands protected by the “Dish with One Spoon” wampum agreement. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity. The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.