Administrative Assistant - Part-time or Full-time

Job Title ADMINISTRATIVE ASSISTANT (II)

Regular/Temporary Regular

Employee Group Unifor Unit 1, Staff
Department Pediatrics

Full/Part Time Full-Time

Salary Range $24.19 - $34.04 (hourly)

Posting Details
Schedule Monday - Friday 8:30 - 4:30

Education Level College

as soon as possible

Administrative Assistant (II)
Unit/Project Description:
The department of Pediatrics is currently welcoming applications for a full-time Administrative Assistant (II). This is an excellent opportunity for an organized, motivated and detail-oriented individual to join us in an important role at McMaster University.
An Administrative Assistant is required to provide secretarial and administrative support in the Department of Pediatrics. The successful incumbent will coordinate support within the division of hematology-oncology along with two other administrative staff to administer general office, accounting and program procedures within a fast-paced, academic medical setting. The division currently includes 11 fulltime faculty and a subspecialty training program. The mission of this division is to engage in specialized clinical care, education, and research to support children and families with cancer and blood diseases.
In this role, you will support both clinical and academic activities, by providing direct support to multiple clinical faculty, including calendar management, meetings - minutes, RMA/OHIP billing; clinic/learners schedule, research activities such as grant and REB applications, and any financial aspects including processing expenses. This position will also have some responsibility for liaising with the clinic and allied health care team members, as well as learners and research staff. You will be responsible for maintenance of the various activity tracking databases required by the department of pediatrics and Faculty of Health Sciences (CV’s, education hours, merit spreadsheet etc.)
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families – both locally, and around the world.
We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our members leverage their voices as child health leaders to support our communities and advocate for change so that all children, regardless of health status, can experience a fulfilling life. In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

• Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Participation in a Group Retirement Savings Plan.
• Training, coaching and professional development opportunities
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning
• Progressive paid annual vacation plan

Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.
Establish priorities for general office operations.
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. · 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.
Collect, verify, and input data into a variety of spreadsheets and databases.
Update and maintain information on websites and social networks.
Format, word process, edit, and proofread a variety of documents and materials.
Monitor and order office supplies.
Source and obtain pricing information for office supplies and equipment.
Handle sensitive material in accordance with established policies.
Assemble, copy, collate, and disseminate a variety of documents and materials.
2 year Community College diploma in Office Administration or related field.
~ Assets:
Medical terminology would be considered an asset.
~ Experience with OHIP billing would be considered an asset

Experience working in a child and youth medical environment

• Relevant experience and knowledge within a clinical academic environment
• computer software programs – Skilled with using Microsoft Office Suite, including Office 365 and Outlook, SharePoint, WORD and EXCEL, PowerPoint; Virtual meeting/appointment coordination, using ZOOM and Microsoft TEAMS
• Experience with supporting various data tracking/collection tools including web-based platforms such as CVs (Curriculum Vitaes)
• Hospital EMR systems (EPIC), Quanum

Knowledge regarding opening and closing of research accounts

~ Relevant experience with budget management, account reconciliation.

Planning & Organizing:

• Relevant experience with Minute taking
• 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.
Faculty of Health Sciences HR Office at ext. School of Graduate Studies at ext. 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.
At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews.