ADMIN ASST, ACADEMIC (II)

Schedule Monday – Friday 8:30 – 4:30

Education Level 2 year Community College diploma in Office Administration or related field of study.

Career Level Experienced (Non- Manager)

Job Description

JD #: JD00676

Pay Grade: 5

Title: Administrative Assistant, Academic (II)

Unit/Project Description:
The School of Rehabilitation Science (SRS) aims to provide exemplary educational programs for students in speech-language pathology, occupational therapy, physiotherapy, rehabilitation science, and health management. Each program builds on the School’s reputation of innovative education and research and is supported by talented researchers/faculty who are internationally renowned.

The SRS is seeking a Program Assistant to join the School in the Master of Science in Speech-Language Pathology (SLP) Program. The Program Assistant will provide wide-ranging support to the development and delivery of the MSc(SLP) Program. They will primarily focus on supporting faculty and students through the annual academic cycle; through alternating periods of course delivery and clinical practica.

Specific responsibilities include: development and maintenance of comprehensive electronic filing and tracking systems for multiple types of documents and forms; maintenance of curriculum-related documents e.g., handbooks, guides, courseware, etc.; proofing and editing materials; coordinating program exams, including practical exams (OSCE); developing and coordinating course timetables and other schedules; supporting day-to-day curriculum-related activities such as guest speakers, grades database, student accommodation arrangements, and processing student evaluations; supporting tutors (community clinicians) and others who teach in the Program; community partners and placement sites; and provide support to the clinical placement matching process (e.g. support stakeholders in accessing systems, ensure documents are completed accurately by clinical instructors and students etc.).

Job Summary:
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

Purpose and Key Functions:

• Identify and analyze problems with the program and prepare recommendations for review and approval.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
• Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
• Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
• Deliver a variety of academic program or department presentations.
• Review and process applications for internal and external scholarship competitions and program admission.
• Compile and distribute application and admission files for review by the Admissions Committee.
• Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
• Provide updates to applicants about the status of their application.
• Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
• Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
• Compile course information and update course calendar information.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• 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.
• Provide program and admissions information to potential applicants, students and faculty.
• Act as a liaison between students and the various individuals and offices within and external to the department.
• Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
• Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
• Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
• Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Input financial and employee information required to process pay.
• Write a variety of documents such as correspondence, reports, and meeting minutes.
• Format, word process, edit, and proofread a variety of documents and materials.
• Gather and compile data and documentation for a variety of reports, memos, and program activities.
• Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social

networks.

• Coordinate the calendar of supervisor and resolve scheduling conflicts.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• 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.
• Maintain the confidentiality of student files and documents.

Requirements:
2 year Community College diploma in Office Administration or related field of study.

Requires 3 years of relevant experience.

Additional Information:
The successful applicant will have experience working in a university environment, ideally at the graduate program level. They will have a proven ability and track record of: commitment to excellence; quality work and outcomes; flexibility to adapt to changing needs / priorities; taking initiative to plan and problem solve work activities for upcoming deadlines; excellent organization and time management skills; excellent attention to detail; be self-directed; work well independently as well as in a team environment; skill in learning new systems and providing support to others on the use of the systems (e.g. Mosaic, A2L, LimeSurvey, Teams); knowledge of Instructional technology (e.g. Zoom, MacVideo, Camtasia, Echo360, Google platforms); excellent written and oral communication skills; strong ability to multi-task, interpersonal skills, and a positive approach to customer service; proficient with Microsoft Word and Excel; working knowledge of the remainder of the MS Office suite. Ability to work from home.

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.