"Administrative Assistant to the AVP-Global Health"

Regular/Temporary

Regular

Job Title

ADMINISTRATIVE ASSISTANT TO THE AVP-GLOBAL HEALTH

Job ID

63787

Location

Central Campus

Open Date

08/09/2024

Job Type

Contractualy Limited =12

Close Date

08/22/2024

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS International

Salary Grade/Band

Grade 7

Salary Range

$24.59 - $38.17 (hourly)

Contract Duration

12.2 Months

Hours per Week

35

Posting Details

Schedule Monday-Friday (8:30am-4:30pm)

Education Level2 Year Community College diploma in Office Administration or related field of study

Career Level Requires 4 year relevant experience

Posting Details

Unit/Project description:

Global Health Program is an award winning international and transdisciplinary program which is offered in partnership with Maastricht University in the Netherlands, Manipal Academy of Higher Education in India, the University College of Southeast Norway (USN), Thammasat University in Thailand, Rosario University in Colombia, and Ahfad University for Women in Sudan. To address the transdisciplinary nature of global health, academic staff includes representatives from a variety of specialties and sub-specialties at McMaster University and the partner institutions. Our vision is aligned with the Faculty of Health Science Strategic Plan, the Vision of Global Health at McMaster is: To achieve “health for all and the planet” through advanced and impactful scholarship, research, implementation, and practice.

Job Summary:

The Global Health (GH) Office is seeking an Administrative Assistant to the AVP Global Health.  This role will be responsible for supporting a dynamic international educational and research program on behalf of the AVP GH and interdisciplinary faculty. Working in a matrix environment, they will balance multiple competing priorities to deliver results in a timely fashion. They will demonstrate flexibility to respond to a fast-paced environment. They will coordinate a multi-stakeholder international consortium, including communications, meetings, events, and alumni. Will support the day-to-day operation of the Associate Vice President’s office. Provides administrative and analytical support to the Associate Vice president in a variety of areas. Coordinates activities on the Associate Vice President’s behalf and acts as a liaison to senior management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. 

Job Descriptio

Purpose and Key Functions:

• Act as a point person for all staff and faculty within the Associate Vice President’s office.
• Provide analytical and administrative support to the Associate Vice President on a variety of campus-wide and faculty issues, projects, and programs.
• Prepare detailed briefing materials for the Associate Vice President prior to meetings.
• Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the Associate Vice President.
• Keep track of assignments made to others for actions to be taken on the Associate Vice President's behalf and ensure that deadlines for responses are met.
• Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.
• Review candidate documentation and prepare recommendations for review by others.
• Plan, coordinate, and schedule interviews for candidates, including travel arrangements and hotel accommodations.
• 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 the Associate Vice President,
• Resolve complex problems within area of responsibility and 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, resources, and budgets required for various activitiesm events and projects.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• 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.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full time staff.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Prioritize and schedule appointments for the Associate Vice President's calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Associate Vice President.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• Write a variety of documents such as procedure manuals, reports, and minutes.
• Draft correspondence on behalf of the Associate Vice President.
• 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.
• 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.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• 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.

Requirements:

• 2-year Community College diploma in Office Administration or related field of study.
• Requires 4 years of relevant experience.

Assets:

• Bachelor’s degree in a related field.
• Experience working in an academic administrative setting.
• Experience engaging and managing Global Health Stakeholders locally and internationally
• Ability to speak languages in addition to English 
• Project Management Professional (PMP) designation 
• Knowledge of the intricacies of the global health academic landscape 
• Experience in international market research 
• Experience working in a matrix environment (e.g. - liaising with students, faculty, staff, and stakeholders) 
• Experience working in a Global Health context at a university outside of Canada 
• Demonstrated knowledge of Planetary Health, Sustainability, Health Equity and EDI practices and principles.

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.

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.

Interview Experience

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