Admin & Project Coordinator - Office of the Associate Dean, Research - Faculty of Science

Regular/Temporary

Regular

Job Title

Admin & Project Coordinator - Office of the Associate Dean, Research - Faculty of Science

Job ID

72240

Location

Central Campus

Open Date

10/16/2025

Job Type

Continuing

Close Date

10/28/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Science Assoc Dean Research

Salary Grade/Band

Grade 8

Salary Range

$ $43.51 (hourly)

Hours per Week

35

Posting Details

Schedule

35 hours per week. Starting at 8:30a.m and ending at 4:30 p.m., Monday to Friday, inclusive. A 60 minute unpaid meal period is provided each day.

Education Level

Bachelor's degree in Business, or a related field of study.

Career Level

Requires 4 years of relevant experience.

Job Description Number

JD1633

Aniticipated Fill Date

November 15, 2025

Job Description

Unit/Project Description:

McMaster University is a globally renowned institution of higher learning and a research community committed to advancing human and societal health and well-being. Our focus on collaboratively exchanging ideas and approaches makes us uniquely positioned to pioneer groundbreaking solutions to real-world problems leading to a Brighter World. The Faculty of Science works to create global impact by advancing scientific discovery and knowledge, and promoting greater understanding. Our innovative, interdisciplinary approach generates new methods and insights, results, and lasting change. The Office of the Associate Dean, Research within the Faculty of Science, offers services and support to our over 200 faculty members in 8 Departments and Schools, enabling them to make scientific discoveries and showcase their national and global impact.

Job Summary:

Provides project coordination, communications, public relations, stakeholder relationship management, workload management, process redesign, technological, analytical and administrative and analytical support and recommendations to multiple leaders. Coordinates activities on the leaders' behalf. Responsible for overseeing the day-to-day operation of a leader's Office within a Faculty. Works independently with limited under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results.

Purpose and Key Functions:

• Coordinate multiple concurrent projects, develop and maintain project plans, prepare project status reports and keep management, clients and other project stakeholders informed of the project's status.
• Provide analytical and administrative support to multiple leaders on a variety of issues, projects, and programs.
• Act as a point person for all staff who support the Office.
• Work with leadership to define project components that must be completed to ensure the overall project goal is achieved.
• Work with all project stakeholders to obtain buy in and sign off to deliverables, time lines and implementation methods.
• Review and recommend project budgets, time lines and milestones for presentation to leadership.
• Track and report on project progress between milestones.
• Ensure proper setting of priorities, problem resolution and incorporation of changing events and conditions into the project from business, technical and political perspectives.
• Ensure that project work occurs within established budgets and time lines and communicate all issues or problems to management and all stakeholders.
• Responsible for problems that arise in the course of projects. Responsible for change and its effects on project resources.
• Receive and respond to time critical issues.
• Ensure that all project work is effectively integrated into current systems.
• Investigate, evaluate, and recommend improvements that may be required to business practices, their applications systems, and supporting computing technology.
• Ensure that projects meet specified requirements.
• Develop and maintain process documentation.
• Support development of project proposals and estimates.
• Take ownership of functional issues by identifying underlying problems, analyzing potential solutions and implementing system resolutions, including workarounds.
• Prepare detailed briefing materials for the leaders prior to meetings.
• Provide pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Oversee and direct workflow, independently respond to inquiries, complaints, and concerns from callers and visitors on behalf of the leaders.
• Keep track of assignments made to others for actions to be taken on the leaders's behalf and ensure that deadlines for responses are met.
• Follow-up on and ensure appropriate implementation of decisions made by the leader.
• Resolve complex problems within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• 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 conferences, seminars, and workshops.
• Answer or redirect general inquiries in person, by telephone and via email and respond independently to inquiries that are general in nature and require a thorough knowledge of established policies and procedures, as well as the strategic priorities and complex organizational structure of the department.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Provide policy and procedure information to others.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Draft and maintain information and content on websites and social networks.
• Oversee prioritization and scheduling of appointments for the leaders' calendars. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the leaders.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• Write and edit a variety of documents such as: draft contracts/MOUs/LOUs, project plans, letters, web and social media posts, procedure manuals, reports and minutes.
• Draft correspondence on behalf of the leaders.
• Work collaboratively with others to achieve departmental and institutional goals.
• Actively participate as a member of a team to move the team toward the completion of goals.
• Research and make recommendations in best practices to the department/faculty leadership.
• Format, word process, edit, and proofread a variety of documents and materials.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Prepare outgoing mail, faxes, and courier shipments.

Supervision:

Provide direction to others in how to carry out work tasks.

Ensure adherence to quality standards and procedures for short-term staff and volunteers.

Requirements:

Bachelor's degree in Business, or a related field of study.

Requires 4 years of relevant experience.

Additional Information:

Office coordination/management experience is required.

Exemplary attention to detail. Adaptability and change management skills.

Strong problem solving, communication, and administrative skills.

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.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. 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 University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster's commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at ext. 222-HR , or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

Hybrid Work Language

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

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