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Hamilton, ON

Administrative Assistant (I)

UJD 005

Unit/Project Description: The Non-Academic Requirements and Learner Immunization (NARLI) Office plays a vital role in supporting the Faculty of Health Sciences by ensuring learners meet mandatory health screening and compliance requirements prior to clinical placements. Each year, the office manages documentation for more than 3,500 learners and visiting electives, including tuberculous screening, mask fit testing, seasonal influenzas vaccinations and vulnerable sector checks.

The NARLI Office is seeking a Administrative Assistant (I). This role is central to maintaining records, providing support to learners, tracking submissions, ensuring that procedures are accurate and efficient.

Job Summary: Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.

Accountabilities:

- 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.
- Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
- 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 routine 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.

Qualifications:

Education:



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

Experience: Requires 2 years of relevant experience.

Additional Information:

The successful incumbent for this role will also be able to demonstrate:

- Experience working in an academic setting and/or a familiarity with McMaster University and its policies regarding health screening.
- Familiarity of McMaster University privacy policies related to learner information.
- Strong experience in the use of Mosaic or similar Enterprise Resource Planning (ERP) system (Student and financial portals).
- Robust skills in the use of Word, Excel, Power Point, the Adobe software suite, website content management and social media platforms.
- Experience in planning and coordinating events both in person and in a virtual workplace.
- Excellent interpersonal and customer service skills, both in-person and in a virtual environment.
- Strong experience in the use of communication technologies including departmental listservs, Zoom, and Microsoft Teams.
- Ability to prepare and disseminate timely communications
- Experience in organizing and maintaining of detailed records and knowledgeable of those that pertain to learners
- Ability to problem solve, work independently, and as part of a team to support students and the administrative needs of the department
- Ability to effectively manage multiple priorities with concurrent deadlines by effectively prioritizing competing demands with a high degree of professionalism.

This position may require you to work outside of your regular work schedule including evenings and weekends to meet operational demands.

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Apply on Kit Job: kitjob.ca/job/2fy7tz

📌 Administrative Assistant I (Hamilton)
🏢 McMaster University
📍 Hamilton