JD #:

JD00643

Pay Grade:

6

Title:

Administrative Assistant (III)

Unit/Project Description:

For Department use only.

The Department of Family Medicine (DFM) is seeking a highly organized, resourceful, motivated, and creative colleague to be part of its Education Team. This role provides support directly to the Associate Chair of Education (ACE) and Education Leadership Team.

The Education Administrative Assistant (III) will plan events, support projects, and facilitate processes across the program related to

competence-based education.

During peak periods, this role may also support assist with coverage duties as assigned in support of faculty and learners, in relation to all

facets of Family Medicine education. 

Job Summary:

Oversee the day-to-day administrative operations of a department. 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 and 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.

Requirements:

2 year Community College diploma in Office Administration or related field of study.

Requires 4 years of relevant experience.

Assets:

For Department use only.

Additional Information:

The incumbent will have excellent knowledge of and experience with McMaster University and HHS policies and procedures, specifically those related to finances and faculty.

Candidates must have excellent communication skills with a strong customer service focus and proven relationship management experience. The ability to act independently as well as in a team environment, the ability to work well under pressure, and the ability to deal with multiple concurrent deadlines in a fast-paced work environment are essential. Work assignments are complex and will require considerable judgment, tact, creativity, and initiative to resolve problems and maintain workflow.

Experience in working in a clinical academic department with demonstrated skills in event planning, preparing marketing and communication materials and working with various software applications including Excel, Medsis, WordPress, Office 365, MacFACTS are assets for this position, as these platforms will be important aspects of communication and relationship management in the Emergency Medicine Division within the Department of Family Medicine. 

Preference will be given to candidates who embody our values: Honouring and respecting others and ourselves, practicing reativity and courageous

inquiry and action, and engaging one another with generous recognition of our interdependence. 

The Administrative Assistant III shares responsibility for modelling and supporting policies and practices that are aligned with DFM’s commitment to

truth and reconciliation with Indigenous Peoples to addressing the harms of racism experienced by Black and racialized communities and to

creating, and sustaining an equitable, diverse and inclusive workplace for all.