Administrative Assistant (II)

We are currently searching for a dedicated & experienced Administrative Assistant who will directly support the Faculty of Health Sciences (FHS) Associate Dean, Equity and Inclusion and the FHS, Equity and Inclusion Office.

This role will work closely with multiple diverse networks across each of the Associate Dean’s portfolios, and key functions of this position include day-to-day calendar management, coordinating meetings, committee support, coordinating projects, writing a variety of documents such as minutes, agendas, correspondence, answering and directing inquiries, processing finance related work, and contributing to events and initiatives led by the Associate Deans.

To be successful in this position, the Administrative Assistant must have excellent communication, organizational and time management skills, initiative, and work well independently and within a team.

We welcome applicants who share McMaster’s commitment to equity and inclusion, and who will contribute to the diversification of ideas and perspectives, and especially welcome applications from First Nations, Métis and Inuit peoples, members of racialized communities, persons with disabilities, women and persons who identify as 2SLGBTQIA+.

Purpose and Key Functions:

• High level of coordination for calendar management of the Associate Dean; including administratively managing program meetings (committee meetings etc).
• Collaborate with administrative assistants and others throughout the institute and externally, to resolve scheduling conflicts.
• Assist with coordinating 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.
• Complete financial forms such as travel expense reports, electronic cheques, requisitions, purchase orders and journal entries.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
• Gather and compile the required paperwork required to payment processes.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Provide direction to others on where to find policy and procedure information.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Write a variety of formal notes, letters and records such as meeting minutes.
• On occasion, update and maintain information on websites and social networks.
• Format, word process, edit, and proofread a variety of documents and materials.
• 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.
• Attend various meetings as needed.
• 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.

Qualifications and Assets:

• Experience providing high level administrative support to senior leaders on a variety of projects and initiatives, including supporting in-person and virtual meetings.
• A demonstrated understanding of and commitment to the principles of equity, diversity, and inclusion, anti-racism and Indigenous reconciliation.
• Superior attention to detail, organizational and planning skills with ability to cope with multiple demands and manage competing priorities.
• Experience supporting a variety of committees including coordinating and scheduling meetings, and preparation of meeting materials.
• Ability to prioritize and use discretion when scheduling appointments, and experience coordinating calendars and resolving scheduling conflicts.
• Flexibility and willingness to adapt quickly to changing priorities and tasks.
• Experience planning and coordinating events, both in-person and virtual.
• Exceptional interpersonal, verbal and written communication skills with experience interacting with a wide range of internal and external community members at all levels.
• Proficiency utilizing virtual platforms such as Zoom and Teams.
• A high degree of professionalism, integrity, and ability to handle confidential information.
• Proficiency in MS Office, including Word, Excel, PowerPoint, Publisher, Outlook, and Adobe Acrobat.
• Financial experience related to the following: processing expenses, journal entries, travel expenses, purchase orders, procurement cards, accounts payable, petty cash.
• Excellent problem solving and critical thinking skills.
• Ability to take initiative and follow through, but willing to ask for help when needed.
• Experience in a healthcare/education environment an asset.
• Experience working with Mosaic (PeopleSoft) an asset.

To apply for this job, please submit your application online.