Regular/Temporary

Temporary

Job Title

ADMINISTRATIVE ASSISTANT (II), (ENG-MMRI)

Job ID

69737

Location

McMaster Innovation Park (MIP)

Open Date

05/27/2025

Job Type

Short Term Employee

Close Date

06/10/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

ENG McMaster Mfg Res Instit

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

11.9 Months

Hours per Week

35

Posting Details

Schedule

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

Education Level

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

Career Level

Requires 3 years of relevant experience

Job Description

Administrative Assistant (II)
(JD00091)

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

Unit/Project Description

We are welcoming applications for the position of Administrative Assistant (II) within the McMaster Manufacturing Research Institute (MMRI) in the department of Mechanical Engineering at McMaster University.

This role is responsible for coordinating administrative and financial tasks to support daily operations. Duties include processing staff purchase requests, ensuring compliance with internal policies, creating purchasing requisitions and tracking purchases with accurate project coding. The role works with McMaster Finance and Accounts Payable to process vouchers, upload invoices, reconcile credit cards, and manage expense reports. Office management responsibilities include scheduling meetings, maintaining calendars, managing supplies and office consumables, coordinating shipments, and handling key card access, visitor parking, and phone inquiries, ensuring smooth and efficient workplace operations across all functions.

The successful candidate will:

• Demonstrate strong organizational and time management skills to balance multiple priorities efficiently
• Communicate clearly and professionally, both verbally and in writing
• Exercise sound judgment and discretion when handling confidential or sensitive information
• Show a high level of attention to detail and accuracy in financial tracking and data entry
• Work collaboratively with staff and external partners in a team-oriented environment
• Take initiative and show problem-solving ability in a fast-paced office setting
• Be proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams)
• Be comfortable managing digital calendars and scheduling tools
• Adapt quickly to new systems, technologies, and administrative processes

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 & 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

• Previous experience working in a university environment is considered a strong asset.
• Experience with MacBuy and Mosaic (PeopleSoft) 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
• Proven success at prioritizing and managing multiple tasks simultaneously
• 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:

• Planning and coordinating various events and activities
• Preparing meeting agendas, taking minutes, and transcription
• Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat

This position will require majority onsite presence (i.e., 4 days in the office each week).

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.