We will start reviewing candidates sooner, however this posting officially closes Thursday, August 7 at 11am.
**The MSU offers their full time employees a range of benefits, including company paid benefits, 2 weeks of paid vacation, 2 weeks of personal days, paid time off at year end an RRSP matching program, tuition and gym reimbursement and more.
-We do have a policy of starting all new employees at start rate, however, everyone is eligible for CPI increases every January 1 and step increases every May 1 as per policy
*This position is currently hybrid and is required on campus a minimum of 3 days per week (could require more during busy times)
*This position occasionally requires meetings outside of regular business hours, and will require 1 - 2 Sundays worked per month. (less in the summer)
Reports to: General Manager
Education: Related College diploma
Qualifications: Min. 2-3 years of related experience
OVERVIEW
The MSU represents full-time undergraduate students at McMaster University. The MSU purpose is to draw into a true society all students at McMaster University. In pursuit of this, it will foster activities and events which will enhance the University experience of its members and contribute to the life of the University as a whole. Further, it will seek to facilitate communication between the student body, the University and other organizations and will organize and regulate student self-government.
Operating as a not-for-profit incorporated entity, the MSU is a unique organization with a wide spectrum of activities. The Administrative Assistant is responsible for providing administrative support to various committees and services of the MSU. These committees include but are not limited to; Student Representative Assembly, Executive Board, Elections Committee and Constitution Bylaws and Policies Committee. The services include but are not limited to; Health & Dental Plan, Work Orders and Security Controls.
The incumbent will provide support to Services and the Vice-President (Administration) and provide historical context and value added insight in addition to providing the administrative support for these areas of the organization. The Administrative Assistant must be flexible to adjust to numerous demands and shifting priorities.
Key Responsibilities
Executive Board / Students Representative Assembly (SRA)
Prepare and distribute meeting notices, agenda and motion sheets (approx. weekly throughout academic year; biweekly throughout the summer).
Record, transcribe and type minutes; ensure a master copy, plus motion sheet, is placed in the official book and cross-referenced.
Distribute minutes; ensure all documentation is filed and is accessible.
Ensure copies of all reports, agendas, motion sheets, correspondence, lists, etc. are filed in the minute book.
Ensure that motions which require action are followed up with the appropriate person/department.
Advise Speaker as to advertised committee vacancies to be included on SRA agenda.
Ensure copies of all reports, agendas, motion sheets, correspondence, lists, etc. are filed in the archives.
Maintain files for attendance, Speaker correspondence, room booking confirmation, etc.
Maintain up-to-date copies of committee lists
Other
Recording secretary for other meetings, subject to time availability
EOHSS event approvals. Ensure all documents created and/or received are filed on the MSU server.
Cover the duties of the
Executive Assistant in their absence as needed.
Assist with special projects as assigned by the Board of Directors, or General Manager as time allows.
Other duties as assigned.
Health & Dental Plan
Handle inquires.
Liaison with plan representatives, and the University to resolve student inquiries.
Co-ordinate Health & Dental Plan Opt-Out process.
Coordinate the administration, and processing of payments of the plans.
Recommend enhancements and/or cost savings related to the operation or the plan
Elections
Supervise Elections staff
Ex-Officio Observer on Elections Committee, including:
Record, transcribe and type minutes for the initial fines meeting and ballot count.
Record, transcribe and type minutes for subsequent fines meeting, if warranted by the degree of violations, and appeals.
Forward minutes for distribution.
Keys, Alarms and Safe Combinations
Sort, distribute and maintain a record of keys, pass cards and alarm codes
Maintain alarms and perform periodic history checks.
Maintain safes; ensure combinations are changed annually and distributed in a confidential manner.
Telecommunications
Maintain an equipment inventory
Communicate with Telecommunications re: long-distance PIN numbers, voice-mail applications, ‘86’ access, RSVP lines and work requisitions.
Provide Telecommunications with up-to-date information for Faculty and Staff Directory.
Work Orders
Process work order and estimate requests via Facility Services
Follow through to ensure work has been scheduled/completed
Support Function
Liaison with the MSU Services
Support Executive Assistant with events
Assist and support part-time staff associated with the Board of Directors. Assist in the hiring process of annual vacancies
Act as a resource for student leaders in regard to a historical perspective for ongoing student initiatives as directed by the Executive Board
Assist Vice-President Administration with service, including but not limited to:
Service Reviews
Training
Events
Reviewing year plans
QUALIFICATIONS
The successful candidate will have the appropriate post-secondary credentials and a proven record as a collaborative leader within an organization of relevant activity and scope.
The ideal candidate will have a passion for working with students in a high-energy, dynamic environment. The following qualifications are minimum expectations for the successful candidate:
Related degree or diploma
2 - 3
years experience in a similar role with administrative duties
Must be willing to undergo a criminal records check, if requested
Knowledge, Skills and Abilities
Organiational skills are critical.
Interpersonal skills required to interact effectively with a variety of different individuals including colleagues, staff and students.
Knowledge of practices associated with the role of recording secretary.
Supervisory skills required to direct, train and encourage Elections staff.
Oral and written communication skills required for disseminating information.
Thorough knowledge required of common word processing programs.
Discreetness required, as the incumbent will be privy to sensitive and confidential information.
WORKING CONDITIONS
Working Conditions
Must be able to cope with multiple demands of the position.
Must be available to work some irregular hours, infrequently in evenings and weekends. (min of 1 – 2 Sundays per month during the academic term)
Time demands may exceed stated hours of work, especially during the academic term.
Equipment
Personal computer, photocopier, telephone
