Regular/Temporary

Temporary

Job Title

Instructional Coordinator - Office of the Associate Dean, Undergraduate - Faculty of Science

Job ID

71546

Location

Central Campus

Open Date

08/21/2025

Job Type

Short Term Employee

Close Date

08/27/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

SCI Act Assoc Dean Undergrad

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Contract Duration

12.1 Months

Hours per Week

35

Posting Details

Schedule

Hours of work are anticipated to be 7 hours per day, 8:30-4:30 Monday to Friday, including a 60-minute unpaid lunch period.

Education Level

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

Career Level

Requires 4 years of relevant experience.

Job Description

JD1387

Anitcipated Fill Date

September 8, 2025

Job Description

Title: Instructional Coordinator
Unit/Project Description:
With over 8,000 undergraduate students and 215 faculty members, the Faculty of Science is an integral part of McMaster University. The Faculty offers a wide range of upper-level programs, stemming from seven Level 1 programs. The Office of the Associate Dean, Undergraduate Studies is committed to providing excellent service to prospective and current students, staff and faculty members.

The Instructional Coordinator will be assisting with the Faculty of Science Online Learning Project, supporting courses being offered in online/virtual formats during the 2025-2026 academic year (including Spring-Summer 2026).

Job Summary:
Responsible for developing, planning, and maintaining the efficient operations of education programs, which includes coordinating all aspects of the programs including curriculum administration, promotion, recruitment, resource, and financial management, in collaboration with the Faculty of Health Science, Faculty of Science and the Faculty of Engineering. Implements and maintains the efficient administrative operations under the direction of the Program Manager. Plans and coordinates a variety of academic program or department events and activities and is also accountable for scheduling Teaching Assistants (TAs) and Instructional Assistant Interns (IAIs) to support Instructors in their ongoing instructional activities. Working with the Program Manager, develop and forecast the TA assignments for review and approval. Liaises with instructors, TAs, IAIs, and students to ensure that all parties are accurately informed of relevant course activities. Performs the duties of the position in accordance with establied policies, procedures, and calendar of events.

Purpose and Key Functions:

• Act as a first point of contact, mediator, and liaison between students and the various individuals and offices within and external to the department, including, but not limited to, special accommodations, scheduling conflicts, and grades.
• Provide faculty, staff and current or prospective students with information regarding program policies, exams, timetables, and information about program requirements. Ensure understanding of course and program selections, and adhere to established academic, prerequisite, and graduation requirements.
• Coordinate and organize multiple and concurrent regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
• Organize and coordinate teaching laboratories, computer based instruction, and tutorial classes.
• Organize and monitor the on-line learning environment for courses in an academic unit, department, or faculty by ensuring that the appropriate course content information is made available to students.
• Inform faculty of established procedures for exam preparation and grade submissions.
• Review current academic calendar. Recommend and prepare curriculum revisions and clinical training schedules.
• Ensure that proper procedures are followed and deadlines are adhered to.
• Exchange information with instructors and arrange for their involvement in the provision and monitoring of accommodated examinations.
• Coordinate, schedule and administer student test and exam accommodations and support services. Resolve scheduling conflicts, as well as invigilate accommodated students. Calculate allocation of extra time required for students to complete academic requirements.
• Administer and collate course evaluations and the creation, monitoring and collation of entrance and exit surveys.
• Participate in recruitment and hiring efforts for TA’s, IAIs and volunteers. Coordinate schedules for casual employees, TAs and IAIs.
• Notify students and professors of test and exam bookings.
• Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Coordinate the calendar of supervisor and others and resolve scheduling conflicts. Schedule regular meetings on behalf of senior leadership.
• Work with the Program Manager to develop and forecast the TA assignments for review and approval. Create projections and adjust the TA assignments throughout the academic year. Ensure that financial accounts and reports are completed and managed competently and efficiently.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Facilitate meetings with various individuals including, but not limited to, program stakeholders and groups.
• Collect, analyze, assess, and summarize information relevant to decision making processes and develop recommendations for final approval and implementation by the program manager or co-directors..
• Prepare conflict free testing schedules; resolve student sectioning and enrolment in computer-based labs and tutorials when student conflicts arise with schedules.
• 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.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain confidential files, databases and records.
• Handle sensitive material, including student files and documents, and maintain confidentiality in accordance with established procedures.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Write a variety of documents including, but not limited to procedure manuals, correspondence, informational material and reports for internal and external use.
• Plan and coordinate a variety of departmental activities and events.
• Gather and compile information required for a variety of documents and reports, but not limited to program accreditation, enrolment, and degree audits.
• Support the Instructional Quality Assurance Process (IQAP) and Canadian Engineering Accreditation Board (CEAB) review processes, including the annual Graduate Attribute data collection and reporting.
• Responsible for data collection and entry into the data system. Provide accurate program data and statistics to the Program Manager or Co-Directors
• Complete research ethics board applications and other related proposals for review by senior staff.
• Provide administrative guidance, advice, and solutions to TAs when resolving student inquiries.
• Provide TAs with appropriate teaching material as specified by the instructor.
• Ensure accurate grading of assignments is completed by TAs and report discrepancies to the instructor.
• Assign tutorials to TAs and arrange TA office hours.
• Track additional hours worked by TAs and provide information to administrator to process payments, including assisting in completing the Hours of Work forms.
• Assist with the sectioning of classes at the beginning of the year, dealing with all scheduling changes, room reservations, and scheduling conflicts.
• Maintain and update class lists for lectures, computer-based labs, and tutorials. Ensures that all student sectioning changes are recorded and reflected on the web.
• Alert instructors of reported or suspected academic dishonesty.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• Order and maintain inventory of materials such as textbooks, software, and support materials for design projects.
• Maintain inventory of equipment, supplies, and furniture in the computer-lab and classrooms.

Supervision:

• Responsible for supervising up to 9 casual employees (at any one time).
• 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 4 years of relevant experience.

Assets:
This position requires the skills of a good team player, attention to detail and diligence, the capacity to adapt to a constantly changing environment, and excellent oral and written communication skills.

The incumbent must be comfortable working in an online environment, using tools such as Avenue to Learn, Zoom, Respondus/online testing software packages, and other online platforms.

The position requires the ability to collaborate and coordinate with many other departments at the institution.

The position requires knowledge of and competence in navigating relevant legislation and policy about accessibility and accommodation.

Additional Information:

To apply for this job, please submit your application online. Applications must include a cover letter, resume and an equity and diversity statement.

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.

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.