Regular/Temporary

Regular

Job Title

ADMINISTRATIVE ASSISTANT (II) (ENG-The Centre)

Job ID

72095

Location

Central Campus

Open Date

09/19/2025

Job Type

Limited Term (>12 months)

Close Date

09/29/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Engineering Career Services

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

13 Months

Hours per Week

35

Posting Details

Schedule

Monday-Friday, 8:30am-4:30pm, Hybrid

Education Level

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

Career Level

Requires 3 years of relevant experience

Anticipated Start Date

October 20, 2025

Job Description

Administrative Assistant (II)
Faculty of Engineering
(JD0091)

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 Team

The Centre for Career Growth and Experience (the Centre) at McMaster University's Faculty of Engineering is dedicated to empowering students through comprehensive career development, co-operative education, and experiential learning opportunities. As Ontario's second-largest engineering co-op program, we offer flexible, paid work terms ranging from 4 to 16 months, allowing students to integrate valuable industry experience into their academic journey. Beyond co-op placements, the Centre provides year-round services, including personalized career advising, resume and interview preparation, and access to over 10,000 job postings annually. Students also benefit from a variety of workshops, networking events, and involvement in over 70 student clubs and teams, fostering both professional and personal growth. Through its holistic approach, the Centre ensures that engineering students are well-equipped to navigate their career paths and achieve success in the workforce.

About the Position

The Administrative Assistant plays a central role in delivering seamless and impactful support to students, employers, faculty, and staff. Serving as the first point of contact, this role provides a welcoming and informed presence, guiding individuals through our services with clarity and care.

The role requires a deep understanding of the University’s structures, functions, policies, and procedures, and the ability to communicate them effectively. Collaboration with colleagues within the Centre, across the Faculty, and broader University community, is an essential aspect of the role to ensure coordination of service and operational workflows.

Job Summary

Organizes and performs 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.

Representative Duties & Responsibilities

• 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

• Previous experience working in a university environment is considered a strong asset.
• Experience with MOSAIC and Orbis/OSCARplus systems are considered strong assets.
• Previous experience working in a student-facing environment/office is considered an asset.

Additional Information

The successful candidate must have / demonstrate:

• Excellent problem solving and analytical skills
• Excellent communication (verbal and written) skills
• Excellent interpersonal skills and the ability to build and maintain relationships at work
• Flexibility and adaptability when meeting deadlines with numerous interruptions
• 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
• Ability to work independently and collaborate within a team environment
• High attention to detail while producing thorough and accurate work
• A high degree of professionalism, integrity, and ability to handle confidential information

The successful candidate must also have experience in the following areas:

• Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat, SharePoint

NOTE: Flexibility is required to work occasional evenings, weekends, and extended hours to meet the operational demands of the position.

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.

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.