Administrative Assistant, ORCCA

Regular/TemporaryRegularJob TitleAdministrative Assistant, ORCCAJob ID72764LocationHSC- Central CampusOpen Date11/05/2025Job TypeLimited Term (>12 months)Close Date11/11/2025Employee GroupTMGFavorite JobDepartmentFHS Academic AdministrationSalary Grade/BandBand FSalary Range$ $ annual)Contract Duration24.1 MonthsHours per Week35Posting DetailsScheduleMonday to Friday; 7 hrs a day/35 hrs weekEducation Level2 year diploma in administration, business, or a related fieldCareer Level2 to 3 years of experienceJob DescriptionAbout the DepartmentThe Office of Respectful Conduct in Clinical and Academic Environments (ORCCA) is the Faculty of Health Sciences' central intake and advisory office addressing concerns of conduct and mistreatment involving faculty, staff, learners, and residents.ORCCA administers University policies such as the Discrimination and Harassment Policy, Sexual Violence Policy, and the FHS Professionalism Codes of Conduct, and provides consultation and support to senior leaders, faculty, and learners to promote a respectful, inclusive, and safe working and learning environment.Job SummaryThe Administrative Assistant is responsible for supporting the day-to-day operations of ORCCA and providing comprehensive administrative and analytical support to the Director.This position plays a pivotal role in ensuring efficient office operations, triaging inquiries, maintaining confidential records, coordinating meetings and communications, monitoring budgets, and supporting the development and implementation of office processes and reporting systems.AccountabilitiesProvide first-point-of-contact service to faculty, staff, learners, and residents seeking information or support.Manage ORCCA's general inbox, triage and respond to inquiries appropriately, and ensure timely communication with stakeholders.Maintain and organize confidential records and case files using electronic and paper systems (e.g., IQ Case).Coordinate the Director's calendar, meetings, and events, resolving scheduling conflicts and preparing required materials.Prepare correspondence, reports, minutes, and communications in accordance with University standards.Support financial administration including expense processing, reconciliations, and purchasing.Assist in developing and maintaining process documentation, standard operating procedures (SOPs), and tracking systems.Participate in office and Faculty projects aimed at improving administrative efficiency and service delivery.Maintain ORCCA's website, social media, and communications platforms to ensure accurate and accessible information.Contribute to a respectful, professional, and confidential environment in alignment with McMaster's values.QualificationsEducation:Completion of a two-year diploma in administration, business, or a related field.Experience:Minimum of two (2) to three (3) years of relevant administrative experience, preferably in a complex, confidential, or academic environment.Skills and Competencies:Demonstrated experience supporting senior leaders and managing competing priorities.Strong organizational skills and attention to detail.Excellent interpersonal, written, and verbal communication skills.Ability to handle confidential and sensitive matters with discretion and professionalism.Proven ability to work independently and as part of a small, high-performing team.Proficiency in Microsoft Office Suite, WordPress, Adobe Acrobat, and database systems.Experience preparing reports, managing budgets, and coordinating meetings and events.Commitment to equity, diversity, and inclusion, and the promotion of respectful conduct in the workplace.Additional Information or AssetsThe anticipated start date for this position is January 2026The position is hybrid, 2 days on site and 3 days remote, with required flexibility as needed, and subject to change as operationally neededHow 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.