Admin Asst, Academic

**Regular/Temporary**
- Regular

**Job Title**
- ADMIN ASST, ACADEMIC (II) - Sociology (Hybrid)

**Job ID**
- 70421

**Location**
- Central Campus

**Open Date**
- 07/07/2025

**Job Type**
- Continuing

**Close Date**
- 07/16/2025

**Employee Group**
- Unifor Unit 1, Staff

**Favorite Job**

**Department**
- SOCSCI Sociology

**Salary Grade/Band**
- Grade 5

**Salary Range**
- $24.19 - $34.04 (hourly)

**Hours per Week**
- 35

**Posting Details**

**Schedule**
- Monday-Friday, 8:30am-4:30pm (hybrid)

**Education Level**

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

Requires 3 years of relevant experience.

**Career Level**

The individual will have experience providing administrative support to an education program in an academic environment.

**Unit/Project Description**

The Sociology Department seeks an experienced Administrative Assistant, Academic (II) who will promote the success of students, faculty and teaching assistants through high quality administrative support, clear communication strategies, including media and digital methods, and expertise with process implementation. Building on McMaster’s and the department’s commitment to strategic and operational excellence in academic affairs, the Administrative Assistant will exemplify the values of trust, respect, accountability, integrity, and teamwork.

The successful incumbent will be responsible for supporting the annual curriculum planning and enrolment process, including providing assistance to students with enrolment issues, liaising with the Registrar’s office on scheduling and enrolment tasks, leading the course evaluation process and is accountable for the coordination of specific educational activities and events within the Department. This position also provides general administrative support in other areas to staff, faculty and students and provides front-line service for general department inquiries.

**Job Summary**

Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.

**Purpose and Key Functions**
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Provide program and admissions information to potential applicants, students and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enroll in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appea