ADMINISTRATIVE ASSISTANT (II) - Jobs in Hamilton, ON

Job Description

Schedule Mo - Fr, 8:30 am - 4:30 pmEducation Level 2 year Community College diploma in Office Administration or related field of study.Career Level Requires 3 years of relevant experience.Job DescriptionUnit/Project Description:The Student Experience team at the DeGroote School of Business supports students in all programs, including undergraduate, MBA, BLPT MBA, Master of Finance, MSc in eHealth, Graduate Diploma in Public Accountancy and PhD. The team operates in three distinct offices across two campuses. Services include; recruitment and admissions, program management, academic advising, student retention strategies, career and professional development, work-integrated learning programs (including internship and co-op), international exchange, skill development learning and champions DeGroote’s student life and clubs activities.The BCom programs (Commerce and IBH) are focused on providing undergraduate students with the knowledge and skills they need to launch their career of choice at graduation. The Specialized Grad Programs team at the DeGroote School of Business offers outstanding students the opportunity to study and conduct leading-edge research with some of the top researchers in their fields. The Specialized Grad Programs include the Master of Finance Program, the PhD Program, the Graduate Diploma in Accountancy, and the interdiciplinary eHealth Program.The incumbent will work with undergraduate and graduate program peers, faculty, and the Registrar’s Office to serve current and prospective students. This requires a high degree of empathy, active listening and institutional knowledge to include the appropriate Student Experience team member, or university department, when resolving issues. The incumbent must demonstrate problem solving and proactiveness in anticipating and mitigating potential issuesThe school, faculty and staff are committed to building an inclusive community supporting all individuals. Programs are delivered on McMaster’s main campus and benefit from significant support from the Student Experience team and resources from our campus partners.Job Summary:Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.Purpose and Key Functions:

• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, 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.
• 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.
• 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 3 years of relevant experience.Assets:Previous experience in a fast-paced admininstrative role with strong emphasis on customer service, attention to detail and multi-tasking - this role will be the face of the BCom Student Experience brand.Excellent written, oral skills are esstential (facilitation skills are an asset).Strong teamwork is essential as this role supports multiple team members across the Student Experience team.A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vendors, faculty and peer colleagues, both verbally and in writing.Demonstrated ability to craft messages for website updates that require minimal editing, while representing the level of professionalism at the DeGroote School of Business.Computer literacy is non-negotiable with particular emphasis on Excel, PowerPoint, Access and Word as required. Previous experience with OSCARplus, Avenue to Learn and MOSAIC are assets.Demonstrated abiltiy to successfully coordinate schedules and resources with Student Experience managers, team members and external constituents (including Catering and Facilities) for workshops, Committee meetings, exam periods and logistics for recruiting events.Ability to collect, analyse, and summarize data to shape recommendations and/or identify trends for new/improved initiatives.Strong analytical and problem solving skills to independently resolve front line inquiries and issues.Knowledge of both Career and Academic services in an asset. Experience in an education/student focused setting is an asset.Previous experience in managing a multi-faceted workload to ensure timelines are met from multiple stakeholders.How To ApplyTo apply for this job, please submit your application online.In order to be considered for this position, please include a cover letter along with your resume.Thank you for your interest, however only those applicants selected will be contacted.Employment Equity StatementMcMaster 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.Vaccination Policy StatementThe University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Policy will be currently paused, this Policy may resume quickly and on short notice, as informed by public health advice and direction. As a result, failure to achieve and maintain fully vaccinated status or an approved human rights-based exemption may result in termination of employment. This is a term and condition of employment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.Quick Apply

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