ADMINISTRATIVE ASSISTANT, ACADEMIC III (HYBRID)

McMaster University’s Department of Engineering Physics offers an interdisciplinary field of study where new and advanced materials, devices and systems are engineered based on the fundamental understanding of physics. Our faculty and students are involved in pushing the envelope of new technologies in such fields as Photonics, Nuclear Engineering, Nanotechnology, Biomedical devices, Smart Systems and Sustainable Energy.

his position supports the Graduate Programs of the Department of Engineering Physics, as well as providing administrative services to the Department's faculty, students, Chair and Administrator. Major responsibilities include: managing curriculum updates and timetabling; supporting graduate students throughout the duration of their program; hiring graduate students into TA positions and other casual positions; managing graduate student space; liaising with the school of graduate studies; overseeing the graduate application process;  assisting with accreditation and departmental review processes; maintaining the department website, and social media presence; co-ordinating and/or assisting with special events including recruiting activities, and other various duties as assigned by the Administrator.

The successful candidate will be expected to work as part of the department's administrative team, providing back up and assistance to other team members as required.

Job Summary:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.ff.

Purpose and Key Functions:
• Identify and analyze problems with the program and prepare recommendations for review and approval.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
• Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
• Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
• Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Deliver a variety of academic program or department presentations.
• Review and process applications for internal and external scholarship competitions and program admission.
• Compile and distribute application and admission files for review by the Admissions Committee.
• Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
• Provide updates to applicants about the status of their application.
• Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
• Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
• Compile course information and update course calendar information.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• 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.
• Provide program and admissions information to potential applicants, students and faculty.
• Act as a liaison between students and the various individuals and offices within and external to the department.
• Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
• Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
• Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
• Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Input financial and employee information required to process pay.
• Write a variety of documents such as correspondence, reports, and meeting minutes.
• Format, word process, edit, and proofread a variety of documents and materials.
• Gather and compile data and documentation for a variety of reports, memos, and program activities.
• Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Coordinate the calendar of supervisor and resolve scheduling conflicts.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• 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.
• Maintain the confidentiality of student files and documents.

Requirements:
2 year Community College diploma in Office Administration or related field of study.
Requires 3 years of relevant experience.

Assets:

Qualified candidates will have a thorough understanding of McMaster's undergraduate programming and academic policies; proficiency with standard desktop applications including Microsoft Word, Outlook, PowerPoint, Access and Excel; experience using Student Admin, Financial and HR applications in Mosaic/Peoplesoft; proficiency using Avenue 2 Learn; proficiency in Adobe InDesign and experience using Mailchimp; Social media savvy with the ability to learn new technologies quickly.

Candidates must have exemplary written and oral communication skills and the ability to prepare communications for dissemination. The position requires an individual capable of handling a diverse workload in a busy environment, the ability to meet multiple and simultaneous deadlines and to perform equally well individually and as part of a team.

The ideal candidate will be friendly, energetic, tactful, highly organized and motivated, a problem solver, an excellent communicator, and able to work well under pressure in a demanding work environment.