Administrative Assistant, Academic

Job ID73870Job TitleAdministrative Assistant, Academic (II) - Honours Health Sciences ProgramRegular/TemporaryRegularLocationCentral CampusOpen Date01/22/2026Job TypeLimited Term (>12 months)Close Date01/28/2026Employee GroupUnifor Unit 1, StaffFavorite JobDepartmentEduc BhscFull/Part TimeFull-TimeSalary Grade/BandGrade 5Salary Range$ $34.04 (hourly)Job CodeJD0676Existing VacancyYes - Backfilling as ExistingContract Duration17.3 MonthsTarget Number of Openings1Hours per Week35Posting DetailsSchedule8:30am to 4:30pm, Monday to FridayAnticipated Start Date: ASAPEducation Level2 year Community College diploma in Office Administration or related field of study.Career 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, Academic (II)JD 0676Unit/Project Description: The Honours Health Sciences Program (HHSP), in Education Services, is seeking an experienced Administrative Assistant, Academic (II) to provide administrative support to the program, faculty and its students. Working with a vibrant team, the incumbent will report directly to the Program Manager and work closely with the Assistant Dean, HHSP.Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.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.Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.Deliver a variety of academic program or department presentations.Review and process applications for internal and external scholarship competitions and program admission.Compile and distribute application and admission files for review by the Admissions Committee.Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.Provide updates to applicants about the status of their application.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.Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.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.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 enrol 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 appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.Collect, verify, and input data into a variety of spreadsheets and databases.Update and maintain information and content on websites and social networks.Coordinate the calendar of supervisor and resolve scheduling conflicts.Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.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.Maintain the confidentiality of student files and documents.Qualifications:2 year Community College diploma in Office Administration or related field of study.Requires 3 years of relevant experience.Assets:Previous experience working in a university environment is a strong asset.Additional Information:The successful candidate will have/demonstrate the following:Experience providing front-line administrative support including greeting visitors, answering or redirecting general inquiries and responding independently to inquiries that are program specific and require a thorough knowledge of established policies and procedures. Strong understanding of the Honours Health Sciences Program policies and procedures, pedagogy, as well as our admission selection process is required.Must be well-versed and have experience using a variety of Mosaic components, including Student Records and finance, such as processing vouchers & expense reports, accessing Student Record Reports, Student Advisement Reports, etc.Familiarity and experience with EOHSS Risk Management Forms/documentation requirements for student projects/thesis courses.Thorough understanding of the Honours Health Sciences Program admission requirements and curriculum, as well as familiarity with university policies and procedures.Knowledge/experience scheduling events, interviews and tours for prospective students, adding/dropping courses, dealing with timetable issues, conflicts and assisting students with all and any of their inquiries.Working knowledge and experience of student processes, policies/procedures; student event planning/scheduling/coordinating; thorough knowledge of exam preparation, grade submission (& related deadlines), registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions and transfer credits; and a thorough knowledge/experience with admissions and various other student databases.Experience using Mosaic to perform a variety of functions, including processing Letters of Permission and Deferred Exam requests.Working knowledge and experience with campus support services, as well as collaborating with staff and faculty, including the Registrar's Office.Experience identifying and analyzing problems that pertain to the program and students and preparing recommendations for review and approval.Experience investigating questions and resolving problems concerning program, curricula, and admissions.Experience with excel and creating spreadsheets for our faculty teaching contributions, including data entry into MacFacts (Health Sciences database) which is used for faculty tenure and promotions.Experience creating, populating, and distributing promotional emails to Honours Health Sciences applicants using iModules software.Experience using MacDrive to retrieve program files/lists, etc.Experience using Avenue to Learn to post announcements for program students and the Honours Health Sciences Program Community.This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands (i.e. assist with program promotion at University Fairs).We thank all who apply; however, only those 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.AI StatementMcMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.