Regular/Temporary

Temporary

Job Title

Academic Resource Coordinator

Job ID

72102

Location

HSC- Central Campus

Open Date

09/22/2025

Job Type

Limited Term (>12 months)

Close Date

10/05/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Nursing

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

12.3 Months

Hours per Week

35

Posting Details

Schedule

Monday to Friday

8:30am to 4:30pm

Hybrid Working Arrangement

Education Level

2-year Community College Diploma in Office Administration or related field.

Career Level

Requires 3 years of relevant experience.

Job Description Number

JD00103

Job Description

For 75 years, McMaster University’s School of Nursing has delivered nursing education programs that have produced generations of professional nurses who contribute to nursing practice, research, education, policy, and administration. Within a culture of optimism and respect, we continue to transform the future of nursing practice and lead with local and international communities through visionary inclusive education and high-impact research. The School of Nursing is currently seeking an experienced and motivated Academic Resource Coordinator to support the Department Education Coordinator and Academic Resources Manager.

Reporting to the Academic Resources Manager, the Academic Resource Coordinator will perform a variety of administrative functions to support clinical, adjunct and part-time faculty appointments. Responsibilities include support for recruitment, verification of College of Nurses of Ontario (CNO) licensing, hiring, onboarding, reappointments, part-time instructor career review processes (including the scheduling of appointments), hiring and onboarding of teaching assistants, and other support as required. The incumbent will also be responsible for preparing faculty teaching assignment letters, and navigating changes to teaching assignments to ensure accurate and timely communications and processing of pay.

The anticipated start date is October or November 2025. This position falls within the Unifor Local 5555 Unit 1 Bargaining Unit and hours of work are 7 hours per day, including a 60-minute unpaid lunch period.This position is a 12.1 month limited-term appointment. 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.

Job Summary:

Responsible for managing information and processes related to the coordination of academic resources including the scheduling of teaching assignments, and the coordinating of appointment, re-appointment and promotion applications within the department.

Purpose and Key Functions:

• Schedule teaching assignments using customized databases.
• Schedule teaching assignments in a manner that optimizes the utilization of available teaching resources.
• Facilitate the recruitment of part-time instructors and clinical faculty.
• Coordinate appointment, re-appointment, and promotion applications for adjunct, part-time and clinical faculty within the department.
• Ensure that departmental employee information is accurately entered and maintained in the database.
• Create and modify spreadsheets used to analyze information related to academic resource planning.
• Input payroll information for part-time instructors.
• Write and revise correspondence templates for custom databases.
• Write a variety of documents such as correspondence, and process and procedure documents and manuals.
• Write and revise internal processes and procedures.
• Draft reference letters and letters of recommendation for review by senior staff.
• Create reports based on assessed and prioritized needs for information.
• Use and validate formulas to forecast enrolment projections and sectioning.
• Deliver presentations at orientation sessions.
• Liaise with the payroll department to identify and correct errors.
• Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Conduct database, literature, and web searches to find references and articles used for a variety of documents, reports, and publications.
• Collect certificate numbers for all faculty on an annual basis, ensuring that all faculty scheduled to teach have valid certifications.
• Respond to enquiries and provide information to instructors regarding their pay.
• Coordinate annual career review meetings, workshops, teleconferences and information sessions. Schedule work hours for teaching assistants.
• Resolve scheduling and course conflicts.
• Make recommendations to enhance program services and effectiveness.
• Update, maintain, and verify information in a variety of spreadsheets and databases.
• Act as a liaison between the department and human resources.
• Maintain filing systems, both electronic and hard copy.

Requirements:

• 2-year Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience.

Assets:

• Experience working in an academic administrative setting.
• Experience maintaining databases.
• Knowledge of academic appointment processes.
• Good working knowledge of Mosaic and the Faculty of Health Sciences (FHS) Database.

Additional Information:

The successful candidate must possess the following:

• Superior attention to detail, organizational and planning skills.

• Clear written and verbal communication skills.

• Ability to take initiative and follow through, balanced by an ability to identify when to seek assistance.

• Experience creating and modifying complex Excel spreadsheets.

• High level of competence in Microsoft 365 applications and tools such as Zoom and Microsoft Teams.

• Experience maintaining accurate electronic and paper-based records.

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.

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.