Regular/Temporary

Regular

Job Title

Graduate Officer

Job ID

71587

Location

HSC- Central Campus

Open Date

08/25/2025

Job Type

Limited Term (>12 months)

Close Date

09/16/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Educ HSGS

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

18.2 Months

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.

Career Level

Experienced

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.

Graduate Officer

JD 0108

Unit/Project Description: The Masters in Health Science Education (HSED) graduate program is designed to foster learning in health professions education. It provides students with opportunities to develop a comprehensive understanding of current professional practice in health science pedagogy and research principles in health science education.

‘The Division of eLearning Innovation (or DeLI) is an educational research and development group within the Michael G. DeGroote School of Medicine at McMaster University, which also supports the medportal curriculum management system and other learning technologies within the School of Medicine.’

Reporting to the Program Manager, Education Services is seeking a full-time Graduate Officer to provide support for both HSED and DeLI. Within HSED, this student-facing position also provides support for, and contributes to, the vibrant culture of the program with active involvement in many facets of the graduate student experience.

One day per week, the successful candidate will provide administrative support for DeLI.

Job Summary: Responsible for coordinating the admissions process for programs within the department. Reviews and summarizes applicant files for committee acceptance decisions. Provides program information and general assistance to prospective students and applicants.

Purpose and Key Functions:

• Plan, coordinate, and organize admission procedures for students applying to departmental programs.
• Monitor admissions and prepare forecasts of returning students to determine if enrolment targets will be met.
• Review and evaluate applications to ensure academic requirements and pre-requisites have been met.
• Ensure all applications are complete and prepare admissions files for distribution and rating.
• Inform prospective students and applicants of the application process, procedures, academic and program requirements, program suitability, and potential eligibility for admission.
• Provide information, answer questions, and discuss academic interests with applicants.
• Engage potential applicants in discussions at recruitment events.
• Provide information to international applicants on the academic criteria required from their country of origin.
• Deal with applicants who are not qualified for admission and explain the application process and offer viable alternatives without discouraging the applicant from applying to other programs.
• Write responses to prospective students regarding their applications, which consists of offer letters to successful applicants and refusal letters to individuals who do not meet admissions requirements.
• Write a variety of documents such as correspondence, procedure manuals, reports, and minutes.
• Monitor budgets and reconcile accounts. Complete financial forms including, but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Monitor student status’ and review registrations for accuracy.
• Review student records to ensure that they have met the degree requirements specified for degree completion and convocation.
• Update material included in department brochures, websites, and other informational material.
• Compile admissions and completion statistics for various internal and external reports.
• Ensure accuracy and uniformity of materials sent to applicants throughout the admission cycle by monitoring information including email communications and comprehensive packages that are mailed and couriered during the acknowledgment, offer, and confirmation stages of the admission process.
• Ensure adherence to relevant policies and procedures including those surrounding admission procedures and exam processes.
• Work with faculty instructors to coordinate the online registration for courses which involves determining the prerequisites and limited enrolment functions for each course offered.
• Coordinate and organize the PhD comprehensive exam process.
• Address extenuating circumstances regarding medical documentation from students’ physicians for accommodations, extensions, or deferments.
• Review documents for forged transcripts and falsified reference letters and maintain a list of fraudulent applications.
• Assign each new student to a faculty supervisor.
• Process graduate student scholarship information in collaboration with the School of Graduate Studies and program scholarship committee members.
• Determine initial funding in the form of an annual student stipend and initiate the payment authorization process.
• Input financial information required to process payroll.
• Update and maintain information in databases.
• Review transcripts from domestic and international universities and use existing documentation to convert grades to the comparable University standards.
• Calculate domestic and international student grade point averages.
• Calculate the initial sources of funding required to make up each student's annual stipend or salary.
• Obtain information from the Office of International Affairs regarding foreign applicants.
• Arrange and attend admission’s committee meetings.
• Maintain and ensure the confidentiality of student admissions records and committee files.

Supervision:

• Provide lead hand supervision and is responsible for the quality and quantity of work of others.

Qualifications:

• 2-year Community College diploma in Office Administration, or related field.
• Requires 4 years of relevant experience.

Assets:

• Previous experience using the FHS-Database or similar CV management software.

Additional Information:

The successful candidate will also be able to demonstrate:

• Experience working in an academic setting and/or a familiarity with McMaster University and its policies regarding graduate studies.
• Familiarity of McMaster University privacy policies related to student information.
• Strong experience in the use of Mosaic or similar Enterprise Resource Planning (ERP) system (Student and financial portals).
• Experience in the use of Learning Management Systems (i.e. Avenue 2 Learn.)
• Experience in processing payments and completing other financial transactions (i.e., vouchers, travel awards, expense reports, PCard and Diners Card Reconciliation).
• Strong skills in the use of Word, Excel, PowerPoint, the Adobe software suite, website content management and social media platforms.
• Experience in planning and coordinating events both in-person and in a virtual environment.
• Excellent interpersonal and customer service skills, both in-person and in a virtual environment.
• Strong experience in the use of communication technologies including electronic listservs, M365 distribution groups, Zoom, and Microsoft Teams.
• Ability to prepare and disseminate timely communications regarding matters relevant to graduate students (E.g., academic and scholarship deadlines, thesis defenses).
• Experience organizing and maintaining of detailed records and knowledgeable of those that pertain to graduate students (i.e., admission materials, academic requirements/prerequisites, scholarship applications, thesis defenses, committee meetings, milestone updates, etc.).
• Ability to problem solve, work independently, and as part of a team to support students and the administrative needs of the department
• Ability to effectively manage multiple priorities with concurrent deadlines by effectively prioritizing competing demands with a high degree of professionalism.
• Familiarity with the MacBuy system to complete Purchase Orders and Requisitions

This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands.

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.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

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.

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.