Regular/Temporary

Temporary

Job Title

ADMINISTRATIVE ASSISTANT (III)

Job ID

72075

Location

HSC- Central Campus

Open Date

09/19/2025

Job Type

Short Term Employee

Close Date

09/25/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

8.1 Months

Hours per Week

21

Posting Details

Schedule

21 hours per week; Monday, Wednesday, and Friday

Work Hours:

8:30am- 4:30pm

Education Level

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

Career Level

Requires 4 years of relevant experience.

Hourly Rate

Grade 6; $22.94/hr - $36.83/hr

Job Description

Department Description

The Department of Medicine is seeking a part time HR Administrative Assistant to join the DOM HR and Payroll team to support a range of critical human resources and payroll functions within the department. The HR Administrative Assistant will be primarily responsible for the accurate, timely, and compliant processing of payroll and the hiring of interim and STE staff.

Job Summary

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Responsibilities

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events.
• Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations. • Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• 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

Qualifications

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

Assets

• This role requires a combination of experience related to human resources, processing payroll, and finance transactions.
• Excellent knowledge of employment standards is required, and practical experience with collective agreements is an asset.
• Demonstrated experience with PeopleSoft, particularly HR related modules is an asset.
• Experience compiling ad-hoc reports.
• This role requires a high level of demonstrated accuracy and attention-to-detail.
• Excellent interpersonal and effective communication skills are required.
• Ability to exercise sound judgment, maintain confidentiality, and act with integrity is a requirement for this role.
• High level of proficiency in Microsoft Office programs, specifically Outlook, Word, Excel, and SharePoint is a requirement.
• Demonstrated high level of customer service is required.
• We are looking for a self-starter who displays initiative, is resourceful, and works well with a team, but can also manage critical tasks while working autonomously.
• This is a busy role with competing demands so the successful candidate must be highly organized, work well under-pressure, and have demonstrated the ability to manage competing demands and deadlines while maintaining a high level of accuracy and customer service.

Additional Information

This role will require on-site presence on Mondays and Wednesdays located at the McMaster Children's Hospital site, and will be working remotely on Fridays.

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.