Regular/Temporary

Regular

Job Title

Administrative Assistant, Academic III

Job ID

72457

Location

Central Campus

Open Date

10/15/2025

Job Type

Continuing

Close Date

10/28/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Materials Science and Engineer

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Hours per Week

35

Posting Details

Schedule

Monday - Friday; 8:30 - 4:30

Education Level

College diploma in Office Administration or related field

Career Level

Minimum of 3 years relevant experience

Anticipated Start date: December 1, 2025

Job Description

Administrative Assistant, Academic (III) - JD0677

Department of Materials Science & Engineering

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About the Faculty:

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. Engineering faculty, staff, and students at McMaster pursue research and learning in more than 22 research centres, institutes and networks whose interdisciplinary pursuits cross-departmental and faculty boundaries. Outside the University, we regularly collaborate on research projects with partners in universities, the government and more than 100 companies in Canada and abroad.

About the Department:

The Department of Materials Science & Engineering at McMaster University is a dynamic hub of innovation, combining rigorous fundamentals with cutting-edge research in biomaterials, data-driven and computational materials science, advanced manufacturing and infrastructure materials, and smart devices. Our faculty and students push boundaries to design, characterize, and deploy materials that address real-world challenges across health, energy, environment, and technology. With a high rate of co-op engagement and strong support for interdisciplinary collaboration, the department offers a stimulating environment for those passionate about translating materials discovery into impact. The department nurtures a vibrant community that supports over 200 undergraduate students and nearly 65 graduate students in their academic and professional pursuits.

About the Position:

The Administrative Assistant, Academic III provides comprehensive administrative support to the Department of Materials Science and Engineering, with a focus on the coordination and delivery of both undergraduate and graduate academic programs. Reporting to the Academic Department Manager and working closely with the Chair and Associate Chairs, this role supports the day-to-day operations of academic programming, faculty, and students.

Major responsibilities include developing, implementing, and maintaining efficient administrative processes related to curriculum updates, timetabling, and registration; supporting graduate students through all stages of their academic journey; liaising with the School of Graduate Studies and the Office of the Associate Dean (Academic) on admissions and program management; coordinating the hiring, onboarding, and payroll activities of teaching assistants, work-study, and casual student employees. The role also involves preparing and processing financial transactions such as travel and expense claims, journal entries, and purchase orders.

The Administrative Assistant will collect and verify data for accreditation and program reviews, maintain departmental records, and assist with the coordination of faculty-candidate interviews, tenure and promotion activities, and various committee meetings. Additional responsibilities include developing and maintaining departmental communications - such as website updates, social media content, and promotional materials - and helping to coordinate events including student recruitment, outreach, and community engagement initiatives.

Job Summary

Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities. 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 & 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 enroll 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.

Additional Information:

The ideal candidate will be friendly, energetic, tactful, highly organized, and motivated. The qualified candidate will also be social media savvy with the ability to learn new technologies quickly.

The successful candidate must demonstrate in-depth proficiency and experience with:

• McMaster's academic programming and policies
• Avenue 2 Learn, Adobe InDesign, and Mailchimp
• Student Administration, Financial and HR applications in Mosaic/Peoplesoft
• Standard desktop applications, including Microsoft Word, Outlook, PowerPoint, Access and Excel

The successful candidate must also have / demonstrate:

• Excellent problem solving and analytical skills
• Exemplary written and oral communication skills
• Ability to prepare communications for dissemination
• Excellent interpersonal skills and the ability to build and maintain relationships at work
• Ability to work equally well independently and within a team environment
• Capable of handling a diverse workload in a busy and demanding environment
• Ability to meet tight project deadlines and competing timelines under pressure
• Ability to respond creatively to resolve issues and maintain workflow
• Ability to take initiative and follow through, and willing to ask for help when needed
• High attention to detail while producing thorough and accurate work
• A high degree of professionalism, integrity, and ability to handle confidential information

A majority onsite presence is required for the position (i.e., 3-4 days per 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.

Hybrid Work:

To 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 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.