"Administrative Assistant"

Regular/Temporary

Regular

Job Title

Administrative Assistant

Job ID

64684

Location

Central Campus

Open Date

08/13/2024

Job Type

Short Term Employee

Close Date

08/22/2024

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Health Physics

Salary Grade/Band

Grade 5

Salary Range

$20.72 - $32.57 (hourly)

Contract Duration

6 Months

Hours per Week

35

Posting Details

Schedule Monday - Friday, 35 hours per week

Education Level 2 year Community College diploma in Office Administration or related field of study.

Career Level Requires 2 years of relevant experience.

Job Description

Health Physics Department:

The Health Physics Department ensures the safety, continuous monitoring and training for all those who deal with radiation in the McMaster community.

The department works together with radioactive material handlers and are always willing to discuss the most effective procedure in order to maintain doses well below the regulated maximums. It is Health Physic's responsibility to monitor every location on campus which uses radioactivity whether it be a hospital, reactor, or lab. 

General Description

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

Representative Duties & Responsibilities

• 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.

• 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.

• Apply standard mathematical skills such as calculations, formulas, and equations to perform 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.

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.