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Administrative Assistant (II)

Hamilton, ON
$24 - $34/hour
Mid Level
full_time

About the role

Regular/Temporary

Regular

Job Title

Administrative Assistant (II)

Job ID

70608

Location

HSC- Central Campus

Open Date

07/15/2025

Job Type

Continuing

Close Date

07/21/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Health Evidence and Impact

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Hours per Week

35

Posting Details

Schedule

8:30am to 4:30pm, Monday to Friday

Education Level

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

Career Level

3 years of relevant experience

Job Description

Administrative Assistant (II)

JD 0091

Unit/Project Description

The Department of Health Research Methods, Evidence, and Impact (HEI) is currently welcoming applications for a full-time Administrative Assistant (II) to join our team to support the CLARITY Research Group! This is an excellent opportunity for an experienced administrative professional to join us in an essential support role to support the clinician researchers in CLARITY who are united through a common vision of evidence-based health care. The Administrative Assistant (II) will have exposure to providing a full range of administrative support to staff and faculty within the CLARITY Research Group and will report to Dr. Gordon Guyatt.

The CLARITY Research Group undertakes clinical research that will inform and transform clinical practice and policy making, advancing methods for health research and knowledge translation as well as growing a community of health researchers inspired by the same vision through pioneering education and mentorship.

Located within the Faculty of Health Sciences, the department of Health Research Methods, Evidence and Impact was established in 1967 as Canada’s first Department of Clinical Epidemiology and Biostatistics. The department has achieved its international reputation by conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs which have grown to include graduate programs in health research methodology, public health, and eHealth as well as graduate diploma programs in Clinical Epidemiology and Community and Public Health.

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.

Qualifications:

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

Assets

  • Experience working with Mosaic is considered a strong asset
  • Experience working in a research environment is considered a strong asset

Additional Information

The successful candidate will have/demonstrate the following:

  • Excellent organizational, time management, and planning skills.
    • Proven success at prioritizing and managing multiple tasks simultaneously.
    • Ability to meet tight project deadlines and competing timelines.
    • Flexibility and willingness to adapt quickly to changing priorities and tasks.
    • High attention to detail while producing thorough and accurate work.
    • Excellent problem solving and critical thinking skills.
    • Ability to respond creatively to resolve issues and maintain workflow.
  • Excellent interpersonal skills and the ability to build and maintain relationships at work.
    • A high degree of professionalism, integrity, and ability to handle confidential information.
    • Ability to take initiative and follow through, but willing to ask for help when needed.
    • Strong verbal and written communication skills.
    • Ability to work independently and collaborate within a team environment.
    • Commitment to maintaining a professional office environment.
  • Experience in the following areas:
    • Planning and coordinating various events and activities.

    • Preparing meeting agendas, taking minutes, and transcription.

    • Providing administrative support to and liaising with faculty members and senior administrators, including supporting in-person and virtual meetings as well as managing calendars.

    • Proficiency in MS Word, Excel, PowerPoint, Outlook, and Adobe Acrobat.

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 the following to communicate accomodation needs:

  • 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

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McMaster University, one of four Canadian universities listed among the Top 100 universities in the world, is renowned for its innovation in both learning and discovery. It has a student population of 30,000, and more than 185,000 alumni in 137 countries.