ADMINISTRATIVE ASSISTANT (III)

Schedule Monday – Friday; 8:30 – 4:30

Education Level College Diploma

Career Level 4 years of relevant experience

Job Description

McMaster’s Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. The Faculty of Engineering has a well-established reputation for reseach excellence as one of Canada’s most research-intensive faculties in a range of disciplines from advanced manufacturing, materials, automotive, and nuclear research. The Faculty attracts approximately $45 million in annual research funding. Engineering faculty, staff and students at McMaster pursue research and learning in more than two dozen research centres, institutes and networks whose interdisciplinary pursuits cross departmental and Faculty boundaries. Outside the University, the Faculty collaborates regularly on research projects with partners in other universities, government and more than 120 companies in Canada and abroad. The Faculty has approximately 180 faculty members, along with more than 4,500 undergraduate and about 1000 graduate students.

The Office of Research, Innovation and External Relations seeks to advance the Faculty of Engineering’s strategic research priorities, including supporting the Faculty’s robust funding portfolio, research facilities and research chairs, fostering a culture of innovation among faculty and students and managing and developing external relationships in pursuit of these goals.

The position of Administrative Assistant, will provide administrative and analytical support to the Associate Dean, Research (ADR) for research and office-related finances, including handling the day to day organizational and financial needs of the ADR office. In addition, the position will facilitate the flow of information to faculty members and others regarding research-related news opportunities, including maintenance of the Faculty of Engineering’s Research website; prioritize and schedule appointments for the Associate Dean; assist faculty members with grant application process (signatures, flow of information as required) OR Assist faculty members in the development and submission of award materials by interpreting award guidelines, University policies and Federal regulations; work with the Dean’s Office and Advancement Team on the appointment process for endowed chairs, research chairs and research centre/institute directors; work in partnership with Engineering Outreach staff on the planning, coordinating and execution of faculty-wide initiatives including events, programs, reports; contribute to the development of the Faculty of Engineering’s Annual Report; serve as contact for the ADR Office for the Faculty of Engineering’s Summer Research Program; provide adminstrative support for selected research facilities within the Faculty; and supervise student employees.

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.

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

Requires 4 years of relevant experience.

Applicants should demonstrate demonstrate the following skills and competencies:

A solid understanding of the University’s research environment and the Canadian federal, provincial and tri-council funding landscape, in particular NSERC and CIHR

Extremely self-motivated and able to triage urgencies independently

Experience in project management and/or research administration

Experience planning large events for student, academic, industry and public sector-facing audiences

Adept with various web and graphic design application (website creation and maintenance, visual reporting)

Superior written and verbal skills required to communicate about complex issues and to foster and maintain relationships with a variety of stakeholders within and external to the Faculty and University;

Excellent judgment, problem-solving and organizational skills; tact, sensitivity and diplomacy in dealing with varied clientele especially faculty and senior university administrators.

Superior level of attention to detail and comfort with ambiguity and competing priorities; flexibility to meet emerging deadlines and changing priorities.

Additional Information:
Some evening and weekend work as required.

How To Apply

Please apply to this position online with the submission of a cover letter and an updated resume.

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.