Job ID

75957

Job Title

ADMINISTRATIVE ASSISTANT (III) (JD0643)

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/05/07

Job Type

Continuing

Close Date

2026/05/13

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Academic Administration

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0643

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday to Friday 830-430

Education Level

2 yr College Diploma

Career Level

4 yrs experience

Job Description

McMaster University’s Faculty of Health Sciences (FHS) is unique as the only Canadian university that combines, in one Faculty, Schools of Medicine (including two regional campuses), Nursing, Rehabilitation Science, and the Programs of Midwifery, Bachelor of Health Sciences, Physician Assistant and Postgraduate Health Sciences Education.

The FHS Equity and Inclusion Office (FEI) is a Faculty wide resource where equity and inclusion expertise is proactively drawn upon by administrators, faculty, staff, and students: to advance unit-specific and institutional equity, diversity and inclusion goals; to enact inclusive excellence principles; and to help foster a campus culture and community that respect the human rights, integrity and dignity of all community members.

In practice, the FEI Office supports a range of operational activities across the Faculty, including delivering training and workshops, advising on policy and process development, reviewing documents and initiatives through an equity lens, coordinating events and community engagement opportunities, and supporting leaders and teams in applying EDI principles in their day-to-day work.

We are seeking a highly organized, service-oriented, and proactive Administrative Assistant to provide support in a dynamic and collaborative environment, for a small but busy team. This role is ideal for a detail-focused professional who understands the importance of effective calendar management, thrives in a hybrid work environment, and can seamlessly support virtual and in-person meetings and events. A commitment to upholding the principles of inclusive excellence and equity and inclusion in work processes and professional conduct, is essential.

As a key member of the team, you will play an important role in coordinating complex schedules, including that of the Associate Dean Equity and Inclusion, supporting the smooth delivery of virtual and in-person meetings, events and team operations, in addition to managing a variety of recurring administrative responsibilities. Success in this role requires strong judgment, exceptional organizational skills, excellent verbal and written communication skills, ability to manage uncertainty and to balance competing priorities while maintaining accuracy and responsiveness

We are looking for someone with a strong work ethic, a collaborative mindset, and a commitment to providing reliable, high-quality administrative support. If you excel at managing details, anticipating needs, and keeping operations running smoothly in a fast-paced environment, we encourage you to apply.

Job Summary

Oversees the day-to-day administrative operations the FHS Equity and Inclusion Office. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures, recommends procedural changes to improve unit efficiency. Manages the calendar and scheduling of the Associate Dean Equity and Inclusion.

Representative Duties & Responsibilities

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency.
• 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, retreats, 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 payment processes.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Significant amount of coordination of the calendar of supervisor and others; 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 for events/seminars.
• Update and maintain confidential files and records.

Qualifications

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

Other Information

• 35 hours week, Mon to Fri 830-430, hybrid onsite 2-3 days per week
• Start as soon as possible
• Experience supporting events, workshops, or small meetings including scheduling, logistics, catering, and materials coordination.
• Support the coordination of multiple concurrent priorities by maintaining organized schedules, task lists, and status updates.
• Assist in anticipating upcoming deadlines, meetings, and deliverables and proactively flag items requiring attention
• Ensure recurring administrative processes are completed accurately and on schedule.
• Comfort navigating multiple platforms to support coordination, communication, and task tracking (Outlook, Zoom)

Pay Transparency Statement

The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies and the Collective Agreement.

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.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.