Regular/Temporary

Regular

Job Title

PACE - ADMINISTRATIVE ASSISTANT I

Job ID

70358

Location

Central Campus

Open Date

07/08/2025

Job Type

Continuing

Close Date

07/15/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

PACE

Salary Grade/Band

Grade 4

Salary Range

$24.13 - $31.91 (hourly)

Hours per Week

20

Posting Details

Schedule

Monday-Thursday: 9:45am-3:45pm

All hours are in-person on McMaster University Campus.

Education Level

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

Career Level

Requires 2 years of relevant experience.

Job Description

JD#:

JD00090

Pay Grade:

4

Title:

Administrative Assistant (I)

Unit/Project Description:

For Department use only.

The McMaster Physical Activity Centre of Excellence (PACE) is an exercise research and training centre affiliated with the University's renowned Department of Kinesiology where our scientists, students, and staff are devoted to studying and improving health and well-being among older adults and people living with chronic disease or disability. PACE activities share the mission and vision of McMaster University and focus on the achievement and demonstration of excellence and leadership in research, education, community engagement, and knowledge translation. Research initiatives at PACE are supported by talented and internationally renowned faculty.

The PACE is seeking an Adminitrative Assistant to perform reception and administrative duties to support PACE operations. The position requires a thorough understanding of University functions, policies, and procedures and experience liasing with health care practitioners, faculty researchers, student learners, and the public. Institutional knowledge and previous experience with PACE programs, operations, and accounts is essential.

Job Summary:

Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.

Purpose and Key Functions:

• 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.

• Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.

• 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 routine 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.

Requirements:

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

Requires 2 years of relevant experience.

Assets:

For Department use only.

To be successful in this position, the candidate should possess:

• Excellent written and oral communication skills

• Adaptability to changing needs/priorities

• Time management skills necessary to effectively multi-task and meet the demands of competing priorities

• Strong organizational skills with relevant experience in both academic and community settings

• A positive approach to customer service with strong interpersonal skills

• Proficiency in Microsoft Office Suite, Electronic Medical Records (EMR), G Suite, MailChimp, and MOSAIC

• A working knowledge of McMaster policies and procedures

The successful candidate should have experience:

• Balancing competing demands in a fast-paced, multidisciplinary environment

• Performing financial processes of MOSAIC including expense payments, journal entries, invoices, reconciliation of P-cards and accounts, cash/cheque/Moneris deposits

• Using Merchant Direct to run Moneris reports

• Working with various populations, including: student learners, older adults, people living with chronic diseases or disabilities

• Liaising with medical offices of referring physicians and specialists, MUMC Medical Diagnostic Unit, Hamilton Health Sciences, MS Society of Canada, SCI Ontario, and DARTS transit

• Managing appointments of regulated health care professionals including Registered Physiotherapists and Registered Kinesiologists

• Establishing connections with community partners for fundraising initiatives

• Managing confidential health information in accordance with the Personal Health Information Protection Act 2004 (PHIPA)

• Assisting with planning, promoting, and implementing special events (fundraisers, social events, lectures, seminars)

• Up to date First Aid/CPR Level C/AED Certification

Additional Information:

The position requires a 0.57 FTE (20 hours per week).

How To Apply

To apply for this job, please submit your application online through this web posting.

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.

This position requires that all scheduled hours are completed in person, on-site at McMaster University (Main Campus).

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.