ADMINISTRATIVE ASSISTANT (III)
Location
Hamilton, ON | Canada
Job description
Schedule Monday - Friday (35 hours per week)
Education Level 2 year Community College diploma in Office Administration or related field of study
Career Level Requires 4 years of relevant experience
Job Description Unit/Project Description:
The Office of the Associate Dean, Undergraduate Studies supports nearly 5,000 undergraduate students registered in programs offered by 12 academic units. The Office of the Associate Dean, Undergraduate Studies handles the admission, academic advising, enrollment and reviewing of all undergraduate students in the Faculty of Social Sciences. It is also the home for the Career & Experiential Education initiatives offered by the Faculty of Social Sciences to our students including the coordination of course placements, internships, career preparation opportunities, and our co-op program streams.
The Administrative Assistant III is a first point of contact for students, faculty, staff and the public for the Office of the Associate Dean, Undergraduate Studies and the Careers & Experiential Education Office, providing information to students and administrative support related to undergraduate education in the Faculty.
Specific accountabilities of the position include:
- Helping to coordinate services in an extremely busy reception area by ensuring the accurate and timely updating and maintence of student records; Using a variety of computer software applications to support record-keeping and office projects; Responding independently to inquiries that require a knowledge of established academic policies and procedures.
- Providing administrative support for the Community Engagement Minor, including providing information, education and assistance to Community Engagement faculty members; Ensuring courses are scheduled in a way to facilitate student completion of the Minor and managing enrolment in the Community Engagement Minor courses.
- Reviewing and processing requests for Letters of Permission permitting Social Sciences students to complete approved courses at other universities for credit, including researching information about courses to be taken elsewhere on Letter of Permission; Liaising with Undergrad Chairs, assessing and maintaining a record of course equivalencies, ensuring that prerequisites have been met and that the course can be used for the student's degree requirements; Building transfer credit rules and updates the Mosaic transfer credit database; Managing the Faculty of Social Sciences transfer credit email address.
- Assists Academic Advisors with the coordination of non-Ontario high school and non-college admissions for the Faculty of Social Sciences including effectively assisting Academic Advisors with the admission selection process and applicant data;
Providing knowledgeable evaluation and timely assessment of transfer applicant files and building the transfer credit in the Mosaic database
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.
Assets:
- At least 2 years of experience working in an administrative role in busy reception area or in a customer service environment is required. Experience in a university or college setting is desirable.
- Proficiency in the use of the following: Microsoft Office (Word, Excel, PowerPoint), Internet browsers, email software, and the Mosaic system.
- A thorough knowledge of the programs, departments, services offered through the Faculty of Social Sciences.
- An understanding of McMaster University’s academic policies and procedures.
- An understanding of how to assess applications for admission to the Faculty of Social Sciences including an understanding of domestic and foreign education systems.
- An understanding of the evaluation process for transfer credit for courses from diverse post-secondary education systems.
Additional Information:
Preference will be given to candidates with a university degree.
How To Apply To apply for this job, please submit your application online.
Employment Equity Statement McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
- Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
- Faculty of Health Sciences HR Office at ext. 22207, or
- School of Graduate Studies at ext. 23679
to communicate accommodation needs.
Hybrid Work Language To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.
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