Administrative Assistant, Academic

Regular/TemporaryRegularJob TitleAdministrative Assistant, Academic (II)Job ID72327LocationCentral CampusOpen Date10/07/2025Job TypeLimited Term (>12 months)Close Date11/19/2025Employee GroupUnifor Unit 1, StaffFavorite JobDepartmentFHS Educ MdSalary Grade/BandGrade 5Salary Range$ $34.04 (hourly)Contract Duration24.3 MonthsHours per Week35Posting DetailsSchedule8:30am-4:30pm (Monday- Friday)Start Date: ASAPEducation Level2 year Community College diploma in Office Administration or related field of studyCareer LevelExperiencedJob DescriptionAdministrative Assistant, Academic (II)JD 0676Unit/Project Description: The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus program. The curriculum focuses on the mastery of fundamental concepts in Medicine and continues the McMaster tradition of problem-based learning. The Administrative Assistant, Academic (II)'s role is to provide program and curriculum support for UGME at McMaster University in the Hamilton campus. The incumbent will play a key role in planning, supporting, scheduling, event management, meeting organization, preparing student schedules, program materials, data entry and report generation to support the planning, delivery and evaluation of the program curriculum components. This two-year contract role will work closely with the Curriculum Program Coordinator and other Administrative Assistants within the Curriculum Team and UGME. This position reports to the Manager, UGME Curriculum.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.Requirements:2 year Community College diploma in Office Administration or related field of study.Requires 3 years of relevant experience.Assets:Understanding of the policies and procedures of the University and UGME Program would be an assetAdditional Information:Position Requirements:Strong computer skills, Proficiency in Microsoft Office Suite, Office 365, Google Suite, Adobe Acrobat Pro,Customer service attitude; sensitivity to student, staff and faculty member needsStrong organizational skills, interpersonal and communication (oral and written) skills and sound judgementExperience planning and coordinating a variety of education events and activities; including experience developing estimates of time and resources for various activities and eventsExperience scheduling and ensuring the delivery of curriculum components and learning eventsExperience collecting, verifying, and inputting data into a variety of spreadsheets and databases (e.g. Mosaic, MedPortal, MedSIS, etc.)Experience writing a variety of documents (e.g. reports, guides, training materials, correspondence, minutes, etc.)Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demandsProven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a teamExperience identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring workload, workflow and completion of tasksExperience following-up on and ensuring appropriate implementation of decisions made by supervisorExperience supporting staff and faculty members in a variety of roles/responsibilities - directors, chairs, planners, teachers, facilitators, committees, groupsAbility to effectively answer complex inquires via telephone, email and in person that are specific in nature and includes experience providing policy and procedure information to others (e.g. students, faculty and internal and external partners)This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demandsAccess to reliable home internet service to facilitate our current hybrid work modelWe 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.