ADMINISTRATIVE ASSISTANT (I) | |
Job ID | 32853-1154 |
Company | McMaster University |
Location | Hamilton |
Province | ON |
Date Posted | 2020-06-24 |
Job Type | Full-time |
Job Category | Education |
Description | |
McMaster University’s Centre for Continuing Education (the Centre or CCE) is an ancillary focused on the learning needs of adults who are typically working professionals wanting to study part-time. Presently, CCE offers over 30 programs including certificates and diplomas in different professional areas; professional development offerings; programs targeting the learning and development needs of McMaster employees. CCE also organizes diverse community engagement activities; engages in internal and external partnerships; provides corporate learning opportunities for local businesses as well as provincial and national organizations; and maintains professional relationships with accrediting bodies and provincial and national learning associations. CCE employs a staff of approximately 35 and more than 100 part time instructors and consultants. Job Summary: Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Key Functions: • 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. • Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements. • 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 routine 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. Assets: • Excellent organization and time management skills • Ability to prioritize tasks and competing demands • Strong attention to detail • Effective verbal and written communication skills • Strong customer focus • Proficient in the use of Microsoft Office applications, particularly Word and Excel Additional Information: Overtime may be required during high volume periods during the year. For more information, visit McMaster University for ADMINISTRATIVE ASSISTANT (I) |