Job ID

75828

Job Title

ADMINISTRATIVE ASSISTANT (II) - Office of the Dean of Science

Regular/Temporary

Temporary

Location

Central Campus

Open Date

2026/04/29

Job Type

Limited Term (>12 months)

Close Date

2026/05/05

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Science Central Admin

Full/Part Time

Full-Time

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Job Code

JD0091

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

24.4 Months

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

35 Hours per week. 8:30A.M. to 4:30P.M., Mondays to Fridays. A 60 minute unpaid meal period is provided each day.

Education Level

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

Career Level

Requires 3 years of relevant experience.

Position is anticipated to be filled, May 2026

Job Description

Should 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.

JD # JD00091

Unit/Project Description:
The Faculty of Science is one of the largest among Canadian universities, with more than 6,800 undergraduate and 600 graduate students. More than 1,400 undergraduate and graduate degrees are granted each year, with graduates joining more than 33,000 Science alumni who live and work around the world. Science has the largest undergraduate enrolment of McMaster’s six Faculties and Schools and faculty deliver foundational courses to thousands of other students from across the university. More than 200 full-time faculty provide educational and research opportunities to students and conduct pioneering research in the life sciences, physical sciences and mathematical and computational science. At 99 per cent, Science has the highest percentage of faculty with PhDs among McMaster’s six Faculties and Schools. The Administrative Assistant acts as the first point contact for visitors to the Office of the Dean of Science.

Job Summary:
Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

• Establish priorities for general office operations.
• 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.
• Monitor budgets and reconcile accounts. 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.
• Ensures adherence to quality standards and procedures for short-term staff and volunteers.

Requirements:

• 2 Year Community College diploma in Office Administration or related field of study.
• Requires 3 years of relevant experience.

Assets:

• Prior Human Resource or Finance exposure would be an asset.

Additional Information:

• This position is onsite 5 days a week.

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 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

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 talent@mcmaster.ca or the HR contact associated with your position of interest.

AI Statement

McMaster 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.