Administrative Assistant (Recruiting) Job at McMaster University
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.
JD #
JD01199
Pay Grade:
6
Title:
Administrative Assistant
Unit/Project Description:
The DeGroote’s Student Experience team supports all students at the DeGroote School of Business – MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by three values: Generosity, Innovation and Collaboration.
As part of Student Experience, the Career and Professional Development BCom team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 3200 BCom students.
This centralized administrative support role, Associate – Career & Professional Development (BCom) will deliver exceptional administrative, logistical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communication (including website updates), office and operational logistics (Including Content Management System and various online tools), to name a few.
The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening and operational knowledge to ensure our primary stakeholders are supported and receive a high level of customer service. The incumbent must demonstrate problem solving and proactive resolution of front-line inquiries.
Job Summary:
Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.
Purpose and Key Functions:
- Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.
- Provide information to prospective and current students regarding service offerings at outreach events.
- Assist with the development and design of internal marketing collateral in collaboration with marketing staff.
- Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.
- Act as first point of contact and provide internal support for content management system.
- Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.
- Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.
- Track and monitor various metrics for both internal and external reporting.
- Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.
- Schedule student interviews and resolve scheduling conflicts.
- Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.
- Write a variety of documents including but not limited to, correspondence, reports and information bulletins.
- Review email accounts and respond to inquiries within established customer service guideline standards.
- Create, update and maintain a variety of spreadsheets, forms and templates.
- Update and maintain information in a variety of databases, including websites, and notations on academic transcripts
- Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Use a point of sale machine to process financial transactions and ensure event payments are received.
- 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.
- Source pricing information and monitor contracts for services and supplies.
- Prepare, collate, copy and distribute materials for meetings and events.
- Set up and maintain filing systems and confidential files electronically.
- Maintain and safeguard the confidentiality of information.
Requirements:
- 2 year Community College diploma in Office Administration or related field.
- Requires a minimum of 3 years of relevant experience.
Assets:
Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention to detail and multi-tasking.
Responsible for managing high volume of requests from various stakeholders with strict deliverable deadlines.
Computer literacy is necessary for this role in particular emphasis on Word, Excel, PowerPoint, web design software and Content Management. Previous experience with OSCARplus, Avenue to Learn and MOSAIC are assets.
Excellent written, oral skills are essential (facilitation skills are an asset).
Strong teamwork is essential as this role supports and works with multiple team members within Career & Professional Development as well as other career teams at McMaster.
A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.
A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vendors, employer partners, alumni, faculty and peer colleagues, both verbally and in writing.
Demonstrated ability to craft messages for website updates that require minimal editing, while representing the level of professionalism at the DeGroote School of Business.
Demonstrated ability to coordinate and deliver on multiple large scale events simultaneously.
Ability to collect, analyze, and summarize data to shape recommendations and/or identify trends for new/improved initiatives.
Strong analytical and problem-solving skills to independently resolve front line inquiries and issues.
Knowledge of career services and work integrated learning is in an asset.
Experience in a student focused setting is required.
Previous experience in managing a multi-faceted workload to ensure timelines are met from multiple stakeholders.
Demonstrated experience in enforcement and operationalizing university and program policies.
Additional Information:
During peak times of the year, this role will be required to work outside of normal business hours to attend including evenings and weekends.
To apply for this job, please submit your application online.
Only applications wich include both a cover letter and a resume will be considered.
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.
The University is committed to providing and maintaining healthy and safe working and learning environments for all workers, students, volunteers and visitors. Effective October 18, 2021, all McMaster community members, including employees, accessing a McMaster campus or facility in person are required to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. This is a term and condition of employment. As defined by the provincial government, people are considered fully vaccinated two weeks after their second dose in a 2-dose series. Vaccines approved by Health Canada or the World Health Organization will be recognized. The University will continue to follow the guidance of public health organizations to define fully vaccinated.
Effective September 7 through to October 18, those employees who are not fully vaccinated will participate in rapid testing twice per week, pending assessment of a human rights exemption or being fully vaccinated. Processes for confidentially disclosing vaccination status, completing testing, and review of human rights exemptions have been developed and you will be advised further upon hire.
The vaccination requirement has been adopted as part of the University’s efforts to keep our community safe, and based on the evidence which is demonstrating that vaccination is one of the most significant measures that can be taken to protect student, staff, faculty and community members. Further information is available at the following link: https://covid19.mcmaster.ca/campus-health-safety/#tab-content-vaccination. More information on the University’s Health and Safety framework is available online at https://hr.mcmaster.ca/resources/covid19/.
Questions regarding the above requirements or any accommodation requests through the recruitment process can be directed to your human resources contact.
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