Schedule

8:30am to 4:30pm, Monday to Friday

Education Level

2 year Community College diploma in Office

Administration or related field of study

Career Level

Experienced

Job Description

Administrative Assistant IV, Cochrane Canada (HEI)

(JD00760)

The Administrative Assistant (IV) will join the prestigious and highly productive Cochrane Canada/MacGRADE teams (canada.cochrane.org). This individual will bring the experience, skills, and adaptability to work in an environment where multiple, simultaneous, and often interdependent projects are undertaken to serve the needs of decision-makers.

Cochrane Canada is an independent global network of over 30,000 healthcare practitioners, researchers, patient advocates, and others, working to translate systematically reviewed evidence into useful information for healthcare decision making.

GRADE (http://www.gradeworkinggroup.org) was developed by the GRADE Working Group, which is a collaboration of methodologists, guideline developers, clinicians, and other interested members with the aim of developing and implementing a common, transparent and sensible approach to grading the quality of evidence and strength of recommendations in health care.

The position of Administrative Assistant (IV) requires a highly experienced, resourceful, detail-oriented professional who works effectively in a dynamic team environment and has experience with project management and budget administration.

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. Supervises and directs the work activities of up to four continuing employees.

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.

Qualifications:

• 2-year Community College diploma in Office Administration or related field of study.
• Requires 5 years of relevant experience, including one year of supervisory experience.

Assets:

• Experience supporting researchers or a research group in a health sciences environment is considered a strong asset.
• Experience with web design and website management is an asset.

Additional Information:

This role requires the successful candidate to have or demonstrate the following:

• Project management experience in a research setting.
• Experience administrating and working with large-scale budgets.
• High attention to detail and accuracy.
• Commitment to high standards of professionalism.
• High degree of integrity and ability to handle confidential information.
• Strong interpersonal, oral, and written communication abilities.
• Tact and diplomacy when communicating with stakeholders on a global level.
• Advanced problem-solving and critical thinking abilities.
• Ability and interest in functioning both independently and in a team environment.
• Strong organizational and time-management skills.
• Ability to effectively multitask in a fast-paced research environment.
• Extensive experience with calendar and schedule management.
• Experience with billing software.
• Experience using Google Docs, web conferencing tools (ex. WebEx, Zoom).
• Advanced proficiency in Microsoft Word, Excel, Outlook, Teams, and Adobe.

Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

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 Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.