administrative assistant

Regular/Temporary

Regular

Job Title

ADMINISTRATIVE ASSISTANT (III)

Job ID

72826

Location

Charlton Medical Centre

Open Date

11/10/2025

Job Type

Continuing

Close Date

11/16/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Surgery

Salary Grade/Band

Grade 6

Salary Range

$ $36.83 (hourly)

Hours per Week

35

Posting Details

Schedule

8:30 am to 4:30 pm Monday to Friday, 7 hours per day, 35 hours per week

Education Level

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

Career Level

Requires 4 years of relevant experience.

Job Description

JD #

JD00643

Pay Grade:

6

Title:

Administrative Assistant (III)

Anticipated Start Date

December 1, 2025

Unit/Project Description:

The Department of Surgery is seeking an Administrative Assistant (III) to support the Division Head of Thoracic Surgery at St. Joseph's Healthcare Hamilton, Charlton campus.

About the Division

The division of thoracic surgery at McMaster University has grown to consist of six full-time geographic faculty members. Located at St. Joseph's Healthcare,

the division provides Hamilton and surrounding communities with specialty care for diseases of the lung, esophagus and mediastinum. In addition to providing innovative

clinical services, the division is acclaimed as one of eight centres in Canada (and nine in the USA) qualified to train thoracic surgeons to practice thoracic surgery in Canada.

The division continues to enjoy close relationships with other groups and institutions both within and outside the hospital, including the Firestone Institute for Respiratory

Health (FIRH), Juravinski Cancer Centre, Father Sean O'Sullivan Research Centre (FSORC) and the Ontario Cancer Treatment and Research Foundation.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a Department

with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset and powered by our people.

The successful candidate will be bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision.

This Vision is based on 6 core tenets:

C.R.E.A.T.E.

Culture that includes

Researchthat impacts

Education that inspires

Advancement for all

Transformation through innovation & entrepreneurship

Excellence in patient care

About McMaster University

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive excellence which

values the strengths, perspectives, and contributions of each individual. McMaster is recognized as one of the top employers in the Hamilton/Niagara region and has been

recognized as one of Canada's Top Diversity employers.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards packages vary by

employee group but include:

• Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance;
• Pension Plan Options & Post-Retirement Benefits;
• Training, coaching and professional development opportunities;
• Employee tuition assistance for development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning;
• Progressive paid annual vacation plan

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

Job Summary:

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, 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.
• Develop estimates of time and resources for various activities and events.
• Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Write a variety of formal notes and records such as meeting minutes.
• Update and maintain information on websites and social networks.
• Format, word process, edit, and proofread a variety of documents and materials.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.
• Monitor and order office supplies.
• Source and obtain pricing information for office supplies and equipment.
• Set up and maintain filing systems, both electronic and hard copy.
• Classify, sort, and file correspondence, records, and other documents.
• Update and maintain confidential files and records.
• Handle sensitive material in accordance with established policies.
• Assemble, copy, collate, and disseminate a variety of documents and materials.
• Open and distribute incoming mail and faxes.
• 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.

Requirements:

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

• Requires 4 years of relevant experience.

Assets:

For Department use only.

Additional experience in the following tasks is greatly valued:

• Organizing and modifying weekly clinical schedules
• Data entry into large databases, data monitoring, and report extraction
• Consult triaging (paper and epic) and allocation of priority procedures
• Monthly call schedule maintenance and distribution
• Experience with Accuro EMR for scheduling and billing
• Organization of business meetings and events

Additional Information:

The successful candidate will be an integral part of office staff which also includes a Surgeon and a Physician Assistant.

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.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

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

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to or the HR contact associated with your position of interest.