ADMINISTRATIVE ASSISTANT III, RESEARCH OFFICE

For 75 years, McMaster University’s School of Nursing has delivered nursing education programs that have produced generations of professional nurses who contribute to nursing practice, research, education, policy, and administration. Within a culture of optimism and respect, we continue to transform the future of nursing practice and lead with local and international communities through visionary inclusive education and high-impact research.

The School of Nursing is currently seeking a passionate and motivated Administrative Assistant with experience in a research/grant environment to support the Assistant Dean, Research. This is a continuing, part-time role consisting of 14 hours per week. With direction and oversight from the Assistant Dean, Research, responsibilities will include tracking of grant activity within the School of Nursing; supporting faculty and student grant submission processes; and working collaboratively with the Assistant Dean, Research, the SON Executive Director, and the Communications Manager on research-related report generation and communications.

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 and Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations and 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:

• Bachelor’s degree in a related field.
• Experience supporting a research environment/grants.
• Experience working in an academic administrative setting.

Additional Information:

The successful candidate must possess the following:

• Superior attention to detail, organizational and planning skills.
• Clear and professional written and verbal communication.
• Demonstrated interpersonal skills and experience providing complex administrative support.
• Ability to take initiative and follow through, balanced by an ability to identify when to seek assistance.
• High level of competence in detailed report writing.
• High level of competence in Microsoft Excel, and good working knowledge of other Microsoft 365 applications including Word, Power Point, and Microsoft Teams.