Administrative Assistant (Recruitment, Tenure & Promotion)

Job summary

Coordinate recruitment, appointments, reappointments, tenure, and promotion processes for full-time and part-time faculty, ensuring compliance with university policies and procedures. Provide administrative and faculty-relations support, including document and data management, scheduling, reporting, budget monitoring, and safeguarding confidential information.

Job details

McMaster University is ranked among the top 100 public universities globally. As the home to over 70 research institutes and more than 37, 250 students, we pride ourselves as a hub for innovation, discovery and growth. Join the Department of Psychiatry & Behavioural Neurosciences at McMaster University. Over the past 60 years the department has stayed at the forefront of innovation, collegial scholarship and academic excellence. Work across the department focuses on innovative research, compassionate care, and comprehensive education for individuals, families and communities. The successful candidate provides comprehensive faculty relations and administrative support to the Department. Reporting into the Director of Administration and support the Chair, Psychiatry & Behavioural Neurosciences, the successful candidate will coordinate faculty recruitment, appointments, reappointments, tenure and promotion processes for both full-time and part-time faculty members while ensuring compliance with university policies, collective agreements and established procedures. The incumbent serves as a primary resource for faculty members, department leadership and administrative stakeholders regarding faculty relations process, providing guidance and support throughout the faculty life cycle. Job Summary: Responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty and performing a full range of administrative duties for a Faculty or School. Serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures. Carries out a variety of administrative tasks requiring considerable discretion and the communication of confidential information. Purpose and Key Functions: Coordinate the submission of information and documentation required to initiate and conclude various recruitment, tenure and promotion processes. Review candidate documentation and prepare recommendations for review by others. Plan, coordinate, and schedule interviews and arrange travel and hotel accommodations for candidates. Adhere to University guidelines and policies when compiling information required for the recruitment, reappointment, or promotion of faculty. Gather, compile, and review candidate documents and follow up, as needed, with candidates for more information. Gather, compile, and summarize information from a variety of sources such as candidate reviews. 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 departmental policies and procedures. Plan and coordinate a variety of events and activities. Coordinate the calendars of others, arrange meetings, room bookings, travel arrangements and conference registrations. Identify and resolve scheduling conflicts that arise. Write and edit a variety of documents such as correspondence, agendas, and meeting minutes. Identify and recommend changes to established administrative processes. Implement changes to established procedures and processes. Facilitate the collection of signatures required for a variety of documents. Gather, compile, and summarize information from a variety of sources and documents and prepare reports for review by others. Generate a variety of ad-hoc reports and analyze and summarize data for review by others. Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries. Verify, update, and maintain information in a variety of databases and spreadsheets. Provide policy and process information to others. Set up and maintain filing systems, both electronic and hard copy. Attend and participate in meetings. Maintain and safeguard the confidentiality of information. Requirements: 2 years Community College diploma in Office Administration or related field. Requires 3 years of relevant experience Assets: Excellent oral and written comprehension Familiarity with the faculty life cycle within McMaster Excellent interpersonal skills and relationship building Ability to prioritize and deliver with limited direction How To Apply To apply for this job, please submit your application including both resume and cover letter (in one document) online.

What you’ll do

Coordinate recruitment, appointments, reappointments, tenure, and promotion processes for full-time and part-time faculty, ensuring compliance with university policies and procedures. Provide administrative and faculty-relations support, including document and data management, scheduling, reporting, budget monitoring, and safeguarding confidential information.

Requirements

Requires a two-year community college diploma in Office Administration or a related field and three years of relevant experience. Assets include strong oral and written comprehension, familiarity with McMaster’s faculty life cycle, excellent interpersonal and relationship-building skills, and the ability to prioritize and work with limited direction.

Listed skills

• written communication · Preferred
• Prioritization · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Faculty Recruitment Coordination
• Tenure And Promotion Administration
• Faculty Relations
• Policy And Procedure Compliance
• Document Review
• Interview Scheduling
• Travel Coordination
• Calendar Management
• Event Planning
• Written Communication
• Data Compilation And Reporting
• Budget Monitoring
• Account Reconciliation
• Database And Spreadsheet Maintenance
• Confidential Information Management
• Prioritization

Job areas

• Administrative
• Human Resources
• Education
• Management & Leadership

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