Administrative Assistant to the Dean

Regular/TemporaryTemporaryJob TitleAdministrative Assistant to the Dean (UGME)Job ID73057LocationCentral CampusOpen Date11/25/2025Job TypeLimited Term (>12 months)Close Date12/09/2025Employee GroupUnifor Unit 1, StaffFavorite JobDepartmentFHS Educ MdSalary Grade/BandGrade 7Salary Range$ $39.89 (hourly)Contract Duration14.1 MonthsHours per Week35Posting DetailsSchedule8:30am to 4:30pm, Monday to FridayAnticipated Start Date: ASAPEducation Level3-year Community College diploma in Office Administration or related field of studyCareer LevelExperiencedJob DescriptionShould the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.Administrative Assistant to the Dean (UGME)JD 0073Unit/Project Description: The Undergraduate Medical Education (UGME) Program is a three-year multi-campus MD Program. The Administrative Assistant to the Dean, will work closely with, and offer support to the UGME Program Manager and Associate Dean in program development, delivery, evaluation, oversight, budgeting, staffing, etc. The Administrative Assistant to the Dean will oversee and facilitate program planning/review meetings and events, regular, and ad-hoc committee meetings, faculty leadership recruitment, hiring and renewals, and faculty development planning and events. Faculty and staff leadership work will be done in collaboration with the Chair, Leadership. In collaboration with other relevant staff colleagues (e.g., UGME Project Manager) as required, the incumbent will coordinate UGME Program projects led by the Associate Dean and/or Program Manager.The Administrative Assistant to the Dean will provide to the Associate Dean and Program Manager, program and project data, and research, to be used to develop and assess budgets, program planning, reports, and key program decisions. The UGME Program is accountable to internal and external oversight bodies (e.g., AFMC, MCC, CACMS, University Senate, etc.) and the work undertaken by the Administrative Assistant to the Dean, in collaboration with the Associate Dean and Program Manager, is often sensitive, confidential, of high reputational value to the University, and in need of timely pursuit and completion. This position reports to the UGME Program Manager.Job Summary: Responsible for overseeing the day-to-day operation of a Dean's Office within a Faculty. Provides administrative and analytical support to the Dean in a variety of areas. Coordinates activities on the Dean's behalf and acts as a liaison to senior management across campus. Works under general direction within a clear framework of accountability and exercises substantial personal responsibility and accountability to deliver results. Provides lead hand supervision to administrative staff within the office.Purpose and Key Functions:Act as a point person for all staff who support the Dean.Provide analytical and administrative support to the Dean on a variety of campus-wide and faculty issues, projects, and programs.Prepare detailed briefing materials for the Dean 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 Dean.Keep track of assignments made to others for actions to be taken on the Dean's behalf and ensure that deadlines for responses are met.Coordinate the submission of information and documentation required to initiate, facilitate, and conclude various processes such as recruitment, tenure and promotion, and selection committees.Review candidate documentation and prepare recommendations for review by others.Plan, coordinate, and schedule interviews for candidates, including travel arrangements and hotel accommodations.Support the administration and coordination of the election processes to fill vacancies on Faculty and University governing bodies.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 the Dean.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.Develop estimates of time, resources, and budgets required for various activities, events, and projects.Implement and maintain budgets. Create financial projections and adjust budgets throughout the fiscal year.Exercise appropriate controls, monitor, and reconcile accounts.Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.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 policies and procedures.Utilize discretion and judgment to screen visitors and telephone calls and notify appropriate personnel.Provide policy and procedure information to others.Gather and compile the paperwork required to facilitate the hiring and payment process for temporary, casual, and full-time staff.Collect, verify, and input data into a variety of spreadsheets and databases.Update and maintain information and content on websites and social networks.Prioritize and schedule appointments for the Dean's calendar. Independently determine the importance of requested meetings and coordinate calendar to accommodate the needs of the Dean.Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.Write a variety of documents such as procedure manuals, reports, and minutes.Draft correspondence on behalf of the Dean.Format, word process, edit, and proofread a variety of documents and materials.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.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.Open and distribute incoming mail and faxes.Prepare outgoing mail, faxes, and courier shipments.Supervision:Provide lead hand supervision and is responsible for the quality and quantity of work of others.Qualifications:3-year Community College diploma in Office Administration or related field of study.Requires 4 years of relevant experience.Assets:Previous experience working in a university environment providing executive administrative support to senior leaders is an asset.Additional Information:Position requirements:Demonstrate superior interpersonal, organizational, professional communication (oral and written), and problem-solving skills.Experience effectively utilizing discretion, sound judgement, and confidentiality regarding staff, faculty, community inquiries, contacts, meetings, visits. At times this requires sensitivity to student, staff, faculty needs.Ability to work independently, take initiative, and prioritize tasks, competing demands and multiple and simultaneous deadlines.Develop and maintain successful working relationships and collaborate with a variety of stakeholders (i.e., faculty, staff, students, internal and external partners, etc.).Experience managing committee meetings and events/visits, ensuring scheduling/bookings, development of agendas, taking and publishing concise and accurate minutes.Attention to detail and experience overseeing and managing the booking of calendars with required, requested meetings, and other commitments. Connecting and collaborating with other administrative staff as necessary to resolve calendar conflicts, difficulties to facilitate timely and necessary meetings/connections.Demonstrated ability and experience to forward plan and communicate effectively with participants and stakeholders concerning events and projects.Knowledge and experience acting on behalf of manager and faculty leaders, to schedule and facilitate recruitment materials, interviews, hiring decisions, onboarding, securing equipment, etc.Knowledge and experience developing budgets, processing invoices, expense claims, etc., pulling budget reports, updating reports, monitoring budget expenditures.Strong computer skills, proficiency, and experience with Microsoft 365 tools, Google Suite tools, MedPortal, MedSIS, etc.Experience designing, administering, and analyzing surveys, studies and questionnaires, and preparing their results in various formats.Experience completing research, summarizing findings, proposing data driven new initiatives and improvements.Knowledge and experience supporting reviews, component evaluations, collating data, preparing reports, sharing reports.Occasional after hours and weekend work may be needed.We thank you for your application. Please note only those candidates selected for an interview will be contacted.How To ApplyTo apply for this job, please submit your application online.Employment Equity StatementMcMaster 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 , orFaculty of Health Sciences HR Office at ext. 22207, orSchool of Graduate Studies at ext. 23679to communicate accommodation needs.Hybrid Work LanguageTo 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 ExperienceAt 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.