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ADMINISTRATIVE ASSISTANT (I)

Job ID32853-1154
CompanyMcMaster University
LocationHamilton
ProvinceON
Date Posted2020-06-24
Job TypeFull-time
Job CategoryEducation
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)