ADMINISTRATIVE ASSISTANT (III)

McMaster University; Hamilton; On-site; CAD 45,000 - 65,000; Full time

Job summary

McMaster University is seeking an Administrative Assistant (III) to support the Chronic Pain Network. You will oversee daily administrative operations, set priorities, and contribute to project planning and budget management.

The role involves handling complex inquiries, coordinating events, and producing documents and reports with discretion and accuracy. The successful candidate will hold a 2-year diploma in Office Administration or a related field and have at least four years of relevant

Qualifications

• 2-year community college diploma in Office Administration or related field.
• Requires 4 years of relevant experience.
• Start as soon as able.

Responsibilities

• Oversee the day-to-day administrative operations of the Network.
• Establish priorities and schedules of projects.
• Participate in development and implementation of projects, work methods and procedures.
• Recommend procedural changes to improve unit efficiency and staffing requirements.
• Provide direction to others in how to carry out work tasks.
• Plan and coordinate events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person with specialized policy knowledge.
• Prepare financial forms and manage budgets and financial projections.
• Write and edit documents, minutes, and reports.
• Conduct database, literature, and web searches for references and publications.

Education

Diploma in Office Administration or related field

Job description

Education Level 2 year community college diploma in Office Administration or related field

Career Level Requires 4 years of relevant experience

Start As soon as able

Job Description

The Chronic Pain Network (CPN) is Canada’s national network for patient-oriented chronic pain research. Funded by the Canadian Institutes of Health Research (CIHR), we bring together people living with pain, researchers, clinicians, trainees, policymakers, and health system leaders to improve the lives of the approximately one in five Canadians affected by chronic pain.

Our work is grounded in meaningful partnership with people with lived and living experience of pain. We support and connect the pain research community through training and capacity building, patient engagement initiatives, knowledge mobilization activities, and collaborations that accelerate the translation of evidence into practice and policy. By fostering innovation, strengthening research partnerships, and amplifying diverse voices, we are helping to transform how pain is understood, researched, and managed across Canada.

Reporting to the Managing Director and working closely with the Nominated Principal Investigator, the Administrative Assistant (III) will have exposure to providing a full range of administrative support for these initiatives.

Job Summary:

Oversee the day-to-day administrative operations of the Network. 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 & 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.

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.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. 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 University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.