Regular/Temporary

Regular

Job Title

Administrative Assistant (Recruiting) (Hybrid)

Job ID

71108

Location

Ron Joyce Centre

Open Date

08/06/2025

Job Type

Continuing

Close Date

08/13/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

DSB Student Experience

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Hours per Week

35

Posting Details

Schedule

Monday – Friday, 8:30am – 4:30pm (Hybrid schedule)

evening & weekend work required during peak times

Education Level

2-year Community College diploma in Office Administration or related field.

Career Level

Requires a minimum of 3 years of relevant experience

Location

Ron Joyce Centre, Burlington

Anticipated Start Date

September 2, 2025

Employment Type

Continuous

Union, JD Number

UNIFOR, Local No. 5555 (Unit 1), JD1199

Job Description

Unit/Project Description:

The Student Services team supports all students at the DeGroote School of Business – MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by five values: Collaboration, Community, Inclusivity, Innovation, and Integrity

The Career and Professional Development MBA team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 600 MBA students. The MBA business student population is comprised of individuals from diverse backgrounds and experiences, including international students from around the globe. The school, faculty and staff are committed to building an inclusive community supporting all individuals.

This centralized administrative support role, Associate – Career & Professional Development (MBA) will deliver exceptional administrative, logistical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communications (including website updates), office and operational logistics (including Content Management System and various online tools), to name a few.

The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening.

Job Summary:

Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.

Purpose and Key Function:

• Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.

• Provide information to prospective and current students regarding service offerings at outreach events.

• Assist with the development and design of internal marketing collateral in collaboration with marketing staff.

• Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.

• Act as first point of contact and provide internal support for content management system.

• Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.

• Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.

• Track and monitor various metrics for both internal and external reporting.

• Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.

• Schedule student interviews and resolve scheduling conflicts.

• Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.

• Write a variety of documents including but not limited to, correspondence, reports and information bulletins.

• Review email accounts and respond to inquiries within established customer service guideline standards.

• Create, update and maintain a variety of spreadsheets, forms and templates.

• Update and maintain information in a variety of databases, including websites, and notations on academic transcripts

• Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.

• Use a point of sale machine to process financial transactions and ensure event payments are received.

• 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.

• Source pricing information and monitor contracts for services and supplies.

• Prepare, collate, copy and distribute materials for meetings and events.

• Set up and maintain filing systems and confidential files electronically.

• Maintain and safeguard the confidentiality of information.

Assets:

• Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention to detail and multi-tasking.

• Responsible for managing high volume of requests from various stakeholders with strict deliverable deadlines.

• Computer literacy is necessary for this role in particular emphasis on Word, Excel, PowerPoint, web design software and Content Management. Previous experience with OSCARplus, Avenue to Learn and MOSAIC are assets.

• Excellent written, oral skills are essential (facilitation skills are an asset).

• Strong teamwork is essential as this role supports and works with multiple team members within Career & Professional Development as well as other career teams at McMaster.

• A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.

• A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vendors, employer partners, alumni, faculty and peer colleagues, both verbally and in writing.

• Demonstrated ability to craft messages for website updates that require minimal editing, while representing the level of professionalism at the DeGroote School of Business.

• Demonstrated ability to coordinate and deliver on multiple large scale events simultaneously.

• Ability to collect, analyze, and summarize data to shape recommendations and/or identify trends for new/improved initiatives.

• Strong analytical and problem-solving skills to independently resolve front line inquiries and issues.

• Knowledge of career services and work integrated learning is in an asset.

• Experience in a student focused setting is required.

• Previous experience in managing a multi-faceted workload to ensure timelines are met from multiple stakeholders.

• Demonstrated experience in enforcement and operationalizing university and program policies.

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 Language

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.