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ADMINISTRATIVE ASSISTANT

Job ID55281-7035
CompanyMcMaster University
LocationHamilton
ProvinceON
Date Posted2023-05-25
Job TypeFull-time
Job CategoryEducation
Description

General Description: 

Organizes and performs a full range of administrative duties associated with a commercial operation that requires a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for supervising temporary and casual employees.  

Representative Duties & Responsibilities: 

  • Establish priorities for general office operations. 
  • Plan and coordinate a variety of events and activities such as conferences, seminars, meetings, 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. Identify persons requesting access to the reactor and grant access to facility upon recognition. 
  • 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. 
  • 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. 
  • Gather and process information required to implement security protocols specific to the nuclear reactor. 
  • 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. 

Supervison: 

  • Ongoing responsibility for supervising up to 9 casual employees at any one time.

 

 



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