18 Sep

Administrative Assistant Jobs Vacancy in Mcmaster University Hamilton

Administrative Assistant
Mcmaster University
Hamilton ON
18 Sep, 2018 30+ days ago

Mcmaster University Hamilton urgently required following position for Administrative Assistant. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Assistant Jobs Vacancy in Mcmaster University Hamilton Jobs Details:


Pay Grade:

Administrative Assistant (I)

Unit/Project Description:
For Department use only.
An Administrative Assistant is required to provide support to a general surgeon specializing in hepatobiliary surgery, with a strong focus in research, located at the Juravinski Hospital.

Job Summary:
Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.

Purpose and Key Functions:
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.
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.
Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
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 routine 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.

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

For Department use only .
The Successful Candidate must have at least 1 year of experience working in an academic setting. The Successful Candidate must also possess strong computer skills (MS Office, Word, Excel, Outlook, PowerPoint). Additional competencies include experience supporting an academic professor in a clinical research office and experience working with university policies & procedures surrounding patient confidentiality (e.g. Clinical Trials Standard Operating Procedures). Additional expertise using MACFACTS and STAR are required. Strong communication, multi-tasking, and organization skills are essential.

Additional Information:
Experience with REDCap databases is required. Familiarty with the HIREB website is also essential. Additional experience using OSCAR and MacDrive are considered assets.

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.
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 diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.

Full/Part Time


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