EDUCATION LEVEL

2-year Community College diploma in Office Administration, Computer Technology, or related field of study

UNIT / PROJECT DESCRIPTION

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. It has earned a strong reputation as a centre for academic excellence and innovation. Comprised of three schools that offer a diverse range of programs and degrees, the Faculty of Engineering offers multi-faceted educational experiences that help create global-ready, socially aware citizens through project-based classes, flexible co-op work terms, research opportunities and over 60 clubs and teams.
As an Administrative Assistant and Analyst, you will report to the Program Manager in the Experiential Learning Office (ELO) at the Faculty of Engineering. You will play a pivotal role in providing comprehensive support to our director, faculty, staff, and students across various domains, including but not limited to; inquiry resolution, financial management and transaction processing, budget preparations and tracking, event coordination, meeting scheduling and minute-taking, communications (including website and social media updates), and office logistics.
This Limited-Term role will be the first point of contact in the ELO, necessitating outstanding customer service, meticulous attention to detail, and exceptional active listening skills. In addition to day-to-day responsibilities, you will contribute to the development and implementation of improved work methods and procedural recommendations aimed at enhancing departmental efficiency.

JOB SUMMARY

Oversees 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. Also responsible for diagnosing, assessing, circumventing and finding remedies for routine and moderately complex Level I service incidents which deviate from planned or expected information system behaviour. Provides a rapid response inquiry service to users and customers to solve problems they have in using the relevant features and functions of the University’s information technology products and services. Specific instruction is given and work is frequently reviewed.

QUALIFICATIONS

• 2-year Community College diploma in Office Administration, Computer Technology, or related field of study.
• Requires 4 years of relevant experience.

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.

INTERVIEW EXPERIENCE

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to talent@mcmaster.ca or the HR contact associated with your position of interest.

• 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.
• 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.
• 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.
• Monitor and ensure services provided are in accordance with contractual agreements.
• 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.
• Recommend service and product improvements and participate in planning meetings with the management team.
• Proactively address problem areas by recommending effective and appropriate solutions.
• Check progress on referred problems and keep users informed.
• Elicit additional information from clients and colleagues to diagnose issues.
• Monitor progress on problem resolution and advise users on status.
• Set priorities and escalate problems not being solved.
• Ensure users receive services that were committed.
• Learn about new technologies in advance of their introduction to the University community in order to effectively support the network team.
• Plan, schedule, and monitor own work within short time horizons.
• Understand and use appropriate methods, tools, and applications to complete work tasks.
• Demonstrate a rational and organized approach to work and identify development opportunities.
• Absorb technical information when it is presented systematically and apply it effectively.
• Organize individual time, work and resources to accomplish objectives in the most effective and efficient way.
• Understand and use appropriate methods, tools, and applications to complete work tasks.
• Absorb technical information when it is presented systematically and apply it effectively.
• Use measurement methods to monitor progress toward goal attainment, tenaciously working to meet or exceed those goals, while deriving satisfaction from the process of goal achievement and continuous improvement.
• Ensure that the internal and external customer perspective is a driving force behind decisions and activities.
• Follow service practices that meet customers’ and University needs.
• Interact with others in a way that gives them confidence in one’s intentions and those of the University.
• Work collaboratively with others to achieve departmental and institutional goals. Actively participate as a member of a team to move the team toward the completion of goals.
• Perform a range of varied work activities in a variety of structured environments.
• Successfully engage in multiple initiatives simultaneously.
• Apply and enforce department change control policies and procedures.