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Job Details

Job Title ADMINISTRATIVE ASSISTANT (II) Job ID 46196 Regular/Temporary Temporary

Location Central Campus
Open Date 05/31/2022
Job Type Short Term Employee Close Date 06/08/2022
Employee Group Unifor Unit 1, Staff Favorite Job
Department Office of the Dean
Salary Grade/Band Grade 5
Salary Range $18.50 - $29.81 (hourly)
Contract Duration 7.6 Months
Hours per Week 35

Posting Details

Schedule Monday to Friday, 830-430

2 year Community College diploma in Office
Education Level
Administration or related field of study.
Career Level Requires 3 years of relevant experience.

Job Description

JD #:
JD00091

Pay Grade:

Title:

Administrative Assistant (II)

Unit/Project Description:

For Department use only.

The Office of the Associate Dean (Academic) supports nearly 5,000 undergraduate students registered in programs offered by 12 academic units. The Office of the
Associate Dean (Academic) handles the admission, academic advising, enrollment and reviewing of all undergraduate students in the Faculty of Social Sciences. It is
also the home for the Career and Experiential Education initiatives offered by the Faculty of Social Sciences to our students including the coordination of course
placements, internships, and career preparation opportunities.

The Administrative Assistant is a first point of contact for students, faculty, staff and the public for the Offices of the Associate Dean Academic of Social Sciences and
the Careers & Experiential Education Office, providing information to students and administrative support related to undergraduate education in the Faculty. Services
are provided over the phone, in-person, and online. A significant proportion of communication is by email and through service tickets.

Specific accountabilities of the position include helping to coordinate services in an extremely busy reception area by ensuring the accurate and timely updating and
maintence of student records; Using a variety of computer software applications to support record-keeping and office projects; Responding independently to inquiries
that require a knowledge of Faculty of Social Sciences programs and established university academic policies and procedures.

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:

For Department use only.

At least 3 years of experience working in an administrative role in busy reception area or in a customer service environment is required. Experience in a university or
college setting is desirable.

- Proficiency in the use of the following: Microsoft Office (Word, Excel, PowerPoint), Internet browsers, email software, and the Mosaic system.

- A thorough knowledge of the programs, departments, services offered through the Faculty of Social Sciences.

- An understanding of McMaster University’s academic policies and procedures.

Additional Information:

Preference will be given to applicants with a university degree.

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6/4/22, 5:57 AM Careers
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.

Vaccination Policy Statement

The 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/.

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