ADMINISTRATIVE & LAB ASSISTANT - Jobs in Hamilton, ON

Job Description

Schedule Monday - Friday 8:30 - 4:30; 35 hrs/wkEducation Level2 years of Community College diploma in Office Administration or related field of study.Completion of a Medical Terminology CertificateCareer Level Requires 2 yearsJob DescriptionShould the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 CollectiveJD #JD0739Pay Grade:5Title:Administrative and Laboratory AssistantUnit/Project Description:For Department use only.Education Services requires an Administrative and Laboratory Assistant for a one-year term at our Waterloo Regional Campus (WRC) of the Michael G. DeGroote School of Medicine, located in Kitchener, Ontario. Reporting to the Regional Assistant Dean and Program Administrator, this positions provides support to the Undergraduate Pre-Clerkship program for Undergraduate learners; Assists with in-person clinical skills sessions; Provides support to the Program for Anatomy in the maintenance and care of the anatomical specimens; Assists in the recruitment of Physicans and Residents for the purposes of teaching in the Undergraduate MD program; Organizes and conducts program Objective Structured Clinical Exercises (OSCE), faculty recruitment, producing all written materials; Organizes circuits, including mapping, sequencing of scenarios, assignment of faculty and staff; prepares schedules; notifies all participants and provides necessary materials in a timely fashion; Assists in evaluation of students and faculty; Liaises with the SP program, catering, troubleshooting problems; Produces and distrutes written and electronic materials to students as requested by faculty both in person and virtually using the SIMIQ software program; Liaises with Educational support programs across the McMaster campus network at all three sites; and Liaises with Waterloo Wellington hospitals and partner institutions to book onsite educational half days.Job Summary:Organize and perform a range of administrative duties that require a thorough understanding of established functions, polices and procedures. Also responsible for maintaining the cleanliness of teaching laboratories and assessing the condition of cadaveric materialsPurpose and Key Functions:

• Independently assess the condition of cadaveric materials and determine the appropriate method to moisten and maintain specimens such as spraying, adding fluid or dunking.
• Select and measure the appropriate ratio when mixing chemicals required to maintain specimens.
• Prepare for sessions by arranging the required quantity of tables and chairs in the appropriate layout and setting out the required animal materials, instruments, equipment, and resources required for sessions.
• Wash all tables and equipment and return furnishings to original configuration at the end of each session.
• Monitor and maintain the receipt, storage, inventory, clean-up, and disposal of animal tissues and waste.
• Receive equipment and supply shipments and inspect deliveries and store material in the appropriate area.
• Maintain the cleanliness of the teaching laboratory by ensuring all resources materials, models, and museum specimens are cleaned and returned to their proper location.
• Update and maintain chemical inventory and Material Safety Data Sheets (MSDS).
• Greet visitors, answer, or redirect general inquiries in person, by telephone and via email and respond independently to inquires that are specific in nature and require a thorough knowledge of established policies and procedures.
• Utilize discretion and judgement 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 to 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.
• 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. Completion of Medial Terminology Certificate.Requires 2 years of relevant experience.Assets:For Department use only.Position requirements:

• Experience developing, planning, and coordinating Pre-Clerkship schedules including tutorial sessions, in person Anatomy, Clinical skills sessions and special skills sessions/days such as HIPED and Eye Day
• Experience coordinating educational events, tutorials, academic half days and other learning opportunities using web conferencing programs such Zoom, Microsoft Office 365 Teams, WebEx including a variety of tools used within the programs that includes but is not limited to breakout rooms and polls
• Experience developing budgets for various events, monitoring budgets and reconciling accounts
• Experience collecting, analyzing, assessing, and summarizing information relevant to the decision-making process and develop recommendations for final approval and implementation

• Experience acting as a liaison between students and the various individuals and offices (internally and externally) including but not limited to student accommodations as laid out by the SAS office
• Experience gathering and compiling data and documentation for a variety of reports, memos, and program activities
• Experience working with medical learners in an academic setting
• Working knowledge and experience facilitating the evaluation process for preceptors, which includes bringing negative evaluations forward for review
• Demonstrated skills and experience working in a team environment
• Experience with various software applications including word processing, Excel, Access, Outlook, database management, Microsoft Office 365 Teams, Planner and One Drive,
• Proficiency with computerized systems used in the operation of the undergraduate program including MedSiS, the Mac-CARE database, MedPortal, and MacFACTS, etc.
• Strong interpersonal, communication, motivational, organizational, and planning skills
• Experience working with Examsoft and ability to pull a variety of reports, grades, and feedback from the Examsoft platform
• Working knowledge of the policies and procedures of the university and the Undergraduate Medical program around Leave of Absence
• Working knowledge of the Health and Safety policies and procedures to ensure the safe operation of the Anatomy lab
• Experience monitoring and ordering anatomy lab supplies and chemicals for the maintenance of the anatomical specimens
• Experience monitoring and ordering Clinical Skills lab supplies
• Experience maintaining partial task trainers and models within the Clinical Skills lab
• Familiarity with Orion, and Ontario Telehealth Network would be an asset

Additional Information:This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands.

• Access to reliable home internet service to facilitate our current work from home environment and possible hybrid work model in future

We thank you for your application. Please note that only those candidates selected for an interview will be contacted.How To ApplyTo apply for this job, please submit your application online.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. In accordance with the University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), effective October 18, 2021 all McMaster community members, including employees, accessing a McMaster campus or facility in person are required to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. 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.Further information is available at the following link: https://covid19.mcmaster.ca/vaccination-mandate/. More information on the University’s Health and Safety framework is available online at https://hr.mcmaster.ca/resources/covid19/.Quick Apply

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