ADMINISTRATIVE ASSISTANT TO THE ADR - Faculty of Science

JD #: JD00721
Pay Grade: 7
Title: Administrative Assistant to the Chair

Job Summary: Responsible for overseeing the day-to-day operation of a Chair’s Office within a Faculty or School. Provides administrative and analytical support to the Chair in a variety of areas. Coordinates activities on the Chair’s behalf and acts as a liaison to management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides supervision to administrative staff within the office.

Purpose and Key Functions:

• Act as a point person for all staff who support the Chair.
• Provide analytical and administrative support to the Chair on a variety of department-wide issues, projects, and programs.
• Prepare detailed briefing materials for the Chair prior to meetings.
• Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Chair.
• Keep track of assignments made to others for actions to be taken on the Chair’s behalf and ensure that deadlines for responses are met.
• Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.
• Review candidate documentation and prepare recommendations for review by others.
• Plan, coordinate, and schedule interviews for candidates, including travel arrangements and hotel accommodations.
• Support the administration and coordination of the election processes to fill vacancies on departmental governing bodies and committees.
• 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 the Chair.
• Resolve complex problems within area of responsibility and 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, resources, and budgets required for various activities, events, and projects.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• 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.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full time staff.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Prioritize and schedule appointments for the Chair’s calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Chair.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• Write a variety of documents such as procedure manuals, reports, and minutes.
• Draft correspondence on behalf of the Chair.
• 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.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• 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.

Supervision: Supervise and direct the activities of up to 4 continuing employees.

Requirements: 2 year Community College diploma in Office Administration or related field of study.
Requires 4 years of relevant experience, including one year of supervisory experience.

Assets:

• Exceptional communication (oral and written) and organizational skills
• Experience in managing scheduling calendars and proactively resolving calendar conflicts
• Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat
• Previous experience working with Mosaic
• Knowledge of McMaster University research offices (ROADS, MILO, Research Finance) and research policies
• Experience developing relationships and liaising with relevant partners across the University (PACBIC, ACFAM, MIRI, Office of Community Engagement) and in the local community (the YWCA, Empowerment Squared, HCCI)
• Strong commitment to advancing and supporting equity, diversity and inclusion
• Assist and support the ADR with initiatives for ACFAM, the Black Scholar Academic Excellence THRIVE Program, and Black student-focused initiatives. Plan and coordinate various events and activities.
• Update and maintain the ACFAM website and social media sites
• Collaborate with key stakeholders across the University to develop and update resources, information, workshops and services.

To apply for this job, please submit your application online.

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.