Administrative Assistant To The Vice President, Advancement

University Advancement (UA) at McMaster University is an integrated department that encompasses the areas of Development, Alumni Engagement, Stewardship, and Advancement Services & Operations, working collaboratively with McMaster’s Faculties and units across campus to build relationships and resources on behalf of the University. Our vision is: Together, we enable McMaster to advance human and societal health and wellbeing. Our mission is: Inspired by McMaster’s tradition of collaboration and innovation, we strengthen relationships, reputation and resources in pursuit of our goal to be the best. UA’s approach to realizing our mission and vision reflects these core values and principles: Integrity, Quality, Respect, Service, Strategy and Teamwork.

The Office of the Vice-President is a critical hub for leading and coordinating advancement work across our entire team. The Office is responsible for the effective and efficient management of the Vice President’s calendar and correspondence while acting as the first point of contact for University leaders, staff, donors, and alumni to respond to inquiries, provide information, direct requests and provide a high-level of customer service. Work assignments are complex in nature and can vary, requiring a high degree of tact and problem solving.

We are seeking a talented and experienced Administrative Assistant to join our team at an exciting period in UA, supporting our new Vice-President and helping support planning and preparations for McMaster’s next comprehensive campaign.

Job Summary

The Administrative Assistant will provide administrative support for the Office of the Vice-President, University Advancement. This position works in a multi-faceted area that impacts a major portion of the University and assists with the implementation and conduct of university-wide responsibilities.

The Administrative Assistant will organize and perform a full range of administrative duties that support the VP and other team-wide initiatives, including financial support, in-person and online meeting coordination, sourcing technical support as required. This role will also assist the VP on research related requests. . This position works closely and collaboratively with other departments, Faculties as well as external partners and stakeholders.

The Administrative Assistant will possess a thorough understanding of University policies, established functions and procedures, and ideally of the advancement sector. Work assignments are complex in nature, where considerable judgment, tact, creativity and initiative are required in resolving problems. The Administrative Assistant will maintain and project a professional commitment and responsibility to excellence, integrity and respect.

Administrative:

1. Understands the performance of all duties related to this role must be conducted with integrity, respect, trust, accountability and teamwork. In assessing workflows, understands the need to be inclusive, open, and to promote a culture of transparency. Understands the need to promote efficiency, reduce bureaucracy, and maintain a balance that delivers upon the University mission for our faculty, students and staff.

2. Provides backup support for the calendar and scheduling for the Vice-President to support both long term objectives and day to day needs.

3. As the expert on University policies and procedures, is a trusted resource who provides advice and direction to the Office.

4. Schedules and coordinates a variety of events and activities such as All Staff meetings as well as other team-wide meetings. Responsible for room bookings, logistics, catering and travel arrangements for in-person meetings. Supports the booking and background support for virtual meetings, including invitations and tracking of RSVPs.

5. Independently manages inquiries and requests and resolves problems requiring good business judgment, in-depth knowledge of the area and general knowledge of the university, its policies and procedures. Determines the appropriate course of action and who should assume responsibility for the resolution of each incoming request. Working within guidelines and policies, finds solutions to unanticipated problems and decides whether the complexity of a problem warrants the involvement of other more senior staff.

6. Conducts research, collects data from both internal and external sources, compiles, processes and synthesizes data and interprets results in order to handle issues and prepare reports, meeting notes and requests in order to meet the needs of the portfolio, the University and/or other stakeholders.

7. Investigates specific issues and develops appropriate recommendations and responses. Acts as a contact person and collects, formats and disseminates information to others. Ensures information is clear, correct and in a form suitable to its intended audience.

8. Organizes workflow, composes and edits correspondence. Maintains extensive confidential files, information and data, and organizes and performs other related key administrative duties.

9. Applies sound knowledge, understanding and application of University policies and procedures to process financial transactions for the Office. Completes required paperwork for processing and payment of invoices, purchase requisitions, journal entries, reimbursements, etc. and ensures adequate documentation and support for transactions and reports. Reconciles office credit cards and liaises with other financial personnel regarding outstanding issues and future commitments.

9. Handles sensitive/confidential material strictly in accordance with University policy and instructions.

10. Makes all necessary travel arrangements and manages all expense reimbursement requests for the Vice-President while ensuring the most economical use of funding.

11. Performs other related administrative duties as required, such as monitoring and ordering office supplies; opens and distributes incoming mail; prepares outgoing mail and courier shipments.

Qualifications:

Education:

• Office administration training
• Post-secondary education or equivalent experience
• Experience with research would be an asset

Experience:

• Significant office administration experience including executive level
• Experience working for a university or public sector official