Schedule 35 hours per week, Monday - Friday, 8:30 a.m. - 4:30 p.m.
Education Level 2 year Community College diploma in Office Administration or related field of study
Career Level Experienced (Non- Manager)
Job Posting for Temporary, Casual or Interim Position
Administrative Assistant, Academic (II)
Department, Unit or Project Description:
The School of Rehabilitation Science requires an administrative assistant to provide support to the Clinical Education (Clin-Ed) team within the Physiotherapy Program (PT). The Clin-Ed assistant is accountable to the Director, Clinical Education and works closely with the broader PT program team, providing coverage as needed. Specific responsibilities include communicating/liaising with community partners and placement sites; overseeing the clinical placement matching process including data entry, extraction, and analyses of matching results; processing student evaluations; organizing and maintaining information in existing databases; supporting the use of HSPNet for PT Clin-Ed program activity; maintaining confidentiality and upholding Program policy and procedures with students; assisting with the development of Memorandums of Understanding between the Faculty of Health Science and clinical sites; coordinating and taking meetings minutes; updating the PT Clin-Ed webpages and social media.
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
Oversee the clinical placement matching process including data entry, extraction, and analyses of matching results.
Export reports from database and present information to others.
Identify and analyze problems with the matching report and prepare recommendations for review by others.
Liaise with preceptors and placement sites.
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.
Implement program policies and procedures.
Compile, input, and analyze clinical placement data, including site and preceptor information.
Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
Create and modify queries to extract data and prepare reports for use by others.
Process preceptor payments including the verification of eligibility and compilation of documents for finance.
Create and develop needs assessment surveys for a variety of program purposes
Ensure a memorandum of understanding or affiliation agreement is in place for all facilities which requires the gathering and compiling of the information required to draft and edit agreements using a standard template, and securing appropriate signatures for various documents.
Oversee the process of accreditation of facilities within catchment including the preparation and editing of appropriate forms, tracking for completion and signature and responding to queries regarding the process.
Oversee the process for out of catchment placements including correspondence with the partner university, information gathering and assessing student and facility factors and presenting results to others for review, data tracking and follow up communication with partnering university, facility and placement student.
Track student compliance with clinical placement requirements and processes.
Plan and coordinate a variety of program events and activities.
Review and edit a variety of documents.
Provide program information and options to students which requires maintaining knowledge of clinical placements.
Update, maintain, and validate data by checking for missing, illegible or invalid information.
Education: 2 year Community College diploma in Office Administration or related field of study.
Experience: Requires 3 years of relevant experience.
The successful applicant will have experience working in the university environment within a clinical graduate program level. He/she must be able to multi-task in a fast-paced environment, effectively prioritizing activities and managing stress with a high degree of maturity and professionalism.
He/she will be able to: Learn new management systems and support others on the use of these systems proficiently.
Experience in Microsoft platforms (particularly Outlook, Word, Excel, and PowerPoint and Teams) is necessary.
Experience in Mosaic (Campus Solutions & Finance), Avenue to Learn (A2L), MedSIS, HSPNet, LimeSurvey, Zoom, Webex and website platforms (e.g. WordPress and Sitefinity) are preferred.
Experience coordinating clinical placements requiring exceptional relationship building skills.
The ability to act with minimal supervision and adapt to change is required;
Demonstrated commitment to excellence in the quality of work produced
Ability to take initiative in an effort to organize, coordinate and problem solve multiple tasks work activities;
Excellent attention to detail, organization and time management skills;
Work well in a team environment (positive contributor), as well as in a self-directed nature;
Responsible for recording, collecting and depositing the out of catchment administration fees from other institutions.
Demonstrate excellent verbal and written communication
Interact professionally with a wide range of people both inside and outside the university on sensitive and confidential issues.
Some overtime/time outside of typical hours may be required
Travel within the city may be required
Ability to work from home
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.
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 diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.