ADMINISTRATIVE ASSISTANT (III) Hybrid

The Faculty of Health Sciences Occupational Health and Safety unit provides the delivery and administration of the University’s Risk Management programs and related services to the Faculty where work, teaching, and academic/clinical research is undertaken at all affiliated campus, off-campus, and hospital-hosted locations. These programs ensure the Faculty meets its regulatory requirements under the provincial Occupational Health and Safety Act, its associated regulations and any other health and safety compliance requirements related to the activities undertaken by the Faculty.

Reporting to the Safety Manager, Faculty of Health Sciences, the FHS Safety Office - Administrator Assistant III is responsible for updating records by entering data into spreadsheets or databases. Collect, maintain, and prepare reports and information, including JHSC packages, and incident reports. Write Joint Health & Safety Committee meeting minutes. Answer routine email inquiries regarding safety programs, including H&S training. Assist with other related duties to contribute to the overall operation of the safety office program.

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. Responsible for providing direction to others in how to carry out work tasks.

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.

Supervision:

Provide direction to others in how to carry out work tasks.
Ensure adherence to quality standards and procedures for short-term staff.

Requirements:

2 year Community College diploma in Office Administration 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 Centreat +05-525-+140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 2367+

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.