Regular/Temporary

Temporary

Job Title

Program Administrator

Job ID

71660

Location

Central Campus

Open Date

08/27/2025

Job Type

Limited Term (>12 months)

Close Date

09/10/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Midwifery

Salary Grade/Band

Grade 7

Salary Range

$25.70 - $39.89 (hourly)

Contract Duration

12.2 Months

Hours per Week

35

Posting Details

Schedule

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

Education Level

Bachelor's degree in a relevant field

Career Level

Experienced

Job Description

Program Administrator

JD0752

Unit/Project Description: This is a full-time position (1.0 FTE) with a dual appointment, split equally between the McMaster Midwifery Program (0.5 FTE) and the Biopharmacology Program (0.5 FTE). Both units are part of the Faculty of Health Sciences and are recognized for their excellence in education, research, and student support. The Midwifery Program encompasses undergraduate, graduate, continuing education, and the McMaster Midwifery Research Centre. For the Midwifery portion of this role, the majority of responsibilities will focus on supporting the Graduate Program, while also providing support to the undergraduate program, continuing education, and the research centre as needed. The Biopharmacology Program provides innovative training at the intersection of health sciences and pharmaceutical development.

Reporting to program leadership in both units, the Program Administrator will provide administrative and student-facing support across a wide range of activities. Key responsibilities include advising prospective and current students, supporting faculty and staff, coordinating program marketing and promotion, and managing day-to-day administration. The role will also include admissions support, specifically using established admissions criteria to assess program applications and determine which applicants are declined and which are eligible for acceptance. The incumbent will play a vital role in ensuring the smooth delivery of academic programming and fostering a positive student experience across both units.

Job Summary: Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

Purpose and Key Functions:

• Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs.
• Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum.
• Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
• Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
• Provide students with information regarding program policies and information about program requirements.
• Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance.
• Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades.
• Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
• Develop estimates of time, resources, and budgets for various program activities and events.
• Develop the program budget for review and approval.
• Implement and maintain the program budget. Create financial projections and makes adjustments to the program budget throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Develop marketing and advertising brochures for a variety of purposes, functions, and events.
• Promote the program to visitors and representatives both internal and external to the University.
• Represent the program at various recruitment events.
• Create content for the program website. Update information and maintain the website.
• Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
• Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
• Prepare and deliver presentations.
• Facilitate meetings with, including but not limited to, program stakeholders and student groups.
• Plan and coordinate arrangements for annual events and meetings.
• Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program.
• Input financial and other information required to process payroll.
• Update and maintain student records and databases.

Requirements:

• Bachelor's degree in a relevant field.
• Requires a minimum of 3 years of relevant experience.

Additional Information:

Assets:

• Experience providing support for an undergraduate program.
• Experience reviewing and processing applications for admissions.
• Experience compiling and distributing application and admission files for review by the Admissions Committee.
• Experience compiling course information and updating course calendar information.
• Experience reviewing and processing applications for internal and external scholarship competitions and program admission.
• Experience acting as a liaison between students and the various individuals and offices within and external to the department.
• Experience delivering a variety of academic program or department presentations.
• Experience collecting and summarizing information, and developing recommendations for final approval and implementation.
• Experience writing a variety of documents such as correspondence, reports, and meeting minutes.
• Experience compiling the paperwork required to facilitate hiring and payment processes.
• Experience inputting financial and employee information required to process pay.
• Experience monitoring budgets, reconciling accounts and completing financial forms.
• Experience coordinating and organizing regularly recurring education and program events.
• Experience hosting and providing support for education and program MS Team and Zoom meetings, and includes experience troubleshooting and resolving problems.
• Experience updating and maintaining information and content on websites and social networks.
• Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team.
• Demonstrated expertise in cultural sensitivity and awareness of equity and diversity issues.
• Experience editing and updating content on websites.
• Experience responding to inquiries about the Program (general program policies and procedures, admissions, and curriculum) to students, faculty, staff and community partners.
• Experience providing administrative support to supervisors, community partners.
• Experience organizing events, workshops, retreats.
• Experience managing event registrations.
• Experience providing clerical support to faculty (i.e. editing/formatting exams and course material, printing course material/exams, booking exam sites, creating course shells and uploading course material on A2L, creating online exams on A2L, ordering teaching supplies etc.).
• Experience formatting, word processing, editing, and proofreading a variety of educational documents and materials.
• Experience setting up course shells on Avenue2Learn (Brightspace), which includes requesting course shells, formatting course shells, uploading course content, setting up discussion groups, setting up tutorial groups, and creating online exams.
• Experience creating teaching sessional contracts.
• Working knowledge and experience attending recruitment events (i.e OUF).
• Experience organizing and coordinating orientation week events.
• Proven experience monitoring budgets, reconciling accounts, processing payments, processing payroll and reporting time.
• Proficiency and experience with the following software: Microsoft Office, Google Suite.
• Proficiency in using Zoom, Teams, Webex.
• Experience collecting, verifying, and updating various spreadsheets and databases (Mosaic/PeopleSoft, Avenue2Learn (A2L), MedSIS, MacBuy, Sitefinity, Adobo Acrobat Pro, MacDrive, MacFacts/FHS-DB, Microsoft Access, Excel spreadsheets).
• Experience using iModules (i.e. creating online newsletters).
• Experience writing short stories, news items for program newsletters.
• Experience using social media (i.e. twitter, facebook, instagram).
• Experience using MacFacts/FHS-DB (i.e. entering faculty/guest speaker time contributions).
• Experience making updates to websites.
• Proficiency with database applications and extensive knowledge in Word, Excel and PowerPoint applications.
• Experience ordering supplies online.

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

We thank all who apply, however, only those selected for an interview will be contacted.

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.