Administrative Assistant

Schedule Monday to Friday, 8:30-4:30pm

Education Level 2 year Community College diploma in Office Administration or other related field

Career Level 2 years of relevant experience

General Description

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

Representative Duties & Responsibilities

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.

• Identify persons requesting access to the Nuclear Research Building and High Level Laboratory

Facility, and manage security controlled keys for facility access in accordance with licence requirements.

• Utilize discretion and judgement to screen visitors to the NRB 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.

• Establish priorities for general office operations.
• 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.
• Gather and process information required to implement security protocols specific to the

Nuclear Research Building and Canadian Nuclear Safety Commission (CNSC) licenses managed by the Health Physics Department.

• Collect, verify, and input data into a variety of spreadsheets and databases.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Manage the issuance and return of Dosimetry (TLDs and extremity TLDs) to McMaster staff and

host institutions.

• Liaise with internal and external stakeholders and agencies regarding the coordination and

management of dosimeters.

• Plan and coordinate the dosimeter management process.
• 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.

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.

Supervision

• Provide direction to others in how to carry out work tasks.
• Provide orientation and show procedures to others.

Qualifications :

• 2 year Community College diploma in Office Administration or related field of study.
• Requires 2 years of relevant experience.

How To Apply

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.

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 Policy Statement

The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Policy will be currently paused, this Policy may resume quickly and on short notice, as informed by public healt