Administrative Assistant, Academic (III)
About the role
Regular/Temporary
Regular
Job Title
Administrative Assistant, Academic (III)
Job ID
71041
Location
HSC- Central Campus
Open Date
07/25/2025
Job Type
Limited Term (>12 months)
Close Date
08/03/2025
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
FHS Health Evidence and Impact
Salary Grade/Band
Grade 6
Salary Range
$22.94 - $36.83 (hourly)
Contract Duration
24.4 Months
Hours per Week
35
Posting Details
Schedule
8:30am to 4:30pm, Monday to Friday
Education Level
2-year Community College diploma in Office Administration or related field of study.
Career Level
3 years of relevant experience
Job Description
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.
Administrative Assistant, Academic (III)
JD#: JD0677
The Department of Health Research Methods, Evidence, and Impact (HEI) is currently welcoming applications for a full-time Administrative Assistant, Academic (III) to join our team! This is an excellent opportunity for an experienced administrative professional to join us in an essential support role for the Master of Public Health (MPH) program in HEI. Reporting to the Program Manager, Education, the Administrative Assistant, Academic (III) will have exposure to providing a full range of administrative support to students, faculty and staff to support the education programs, with specific responsibility for the Master of Public Health Program.
Located within the Faculty of Health Sciences, HEI is world renowned for its work conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs which have grown to include graduate programs in Health Research Methodology, Public Health, Health Policy, eHealth, Clinical Epidemiology, Community and Public Health, as well as the Public Health and Preventative Medicine Residency Program.
The MPH program attracts a wide range of graduate and professional learners and is offered full- and part-time and fully in person. Over the 2-year program, students complete core and elective courses and choose either a practicum or thesis option. Faculty supporting the program are primarily based in HEI with additional faculty across Health Sciences and the University. Public Health and Health System practicum sites are primarily in the Greater Hamilton Area, throughout Ontario, with some international site placements.
Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
Key Purpose and Functions:
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case-by-case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Review and process applications for internal and external scholarship competitions and program admission.
- Compile and distribute application and admission files for review by the Admissions Committee.
- Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
- Provide updates to applicants about the status of their application.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
- 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.
- Provide program and admissions information to potential applicants, students, and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- 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.
- Maintain the confidentiality of student files and documents.
Qualifications:
- 2-year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.
Assets:
- Experience using Avenue to Learn to set up and maintain course shells and class lists, and post course related materials, including student grades and course evaluations, is considered a strong asset.
- Experience using Slate Admissions portal is an asset.
- Previous experience working in a university environment is an asset.
Additional Information:
In collaboration with the Director of the MPH Program, the incumbent will:
- Manage the admissions process
- Support course instructors with our learning platform, Avenue to Learn
- Manage enrollment and course elective lists
- Develop, establish and maintain relationships with placement partners, ensuring that valid affiliation agreements are in place for each placement.
- Communicate regularly with practicum site supervisors and students about requirements.
- Coordinate the pre-placement process for graduate students, including monitoring student progress and following up as required.
- Process student stipend payments.
The successful candidate must have/demonstrate:
- High attention to detail and accountability.
- Strong organizational skills and time management.
- Strong written and oral communications skills.
- Ability to collaborate within a team environment.
- Adaptability and resourcefulness.
- Exceptional problem-solving skills.
- Ability to work independently and to prioritize competing tasks.
- Advanced computer skills in Microsoft Office (i.e., Word, Excel, PowerPoint, etc.)
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 the following to communicate accomodation needs:
- 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
About McMaster University
McMaster University, one of four Canadian universities listed among the Top 100 universities in the world, is renowned for its innovation in both learning and discovery. It has a student population of 30,000, and more than 185,000 alumni in 137 countries.
Administrative Assistant, Academic (III)
About the role
Regular/Temporary
Regular
Job Title
Administrative Assistant, Academic (III)
Job ID
71041
Location
HSC- Central Campus
Open Date
07/25/2025
Job Type
Limited Term (>12 months)
Close Date
08/03/2025
Employee Group
Unifor Unit 1, Staff
Favorite Job
Department
FHS Health Evidence and Impact
Salary Grade/Band
Grade 6
Salary Range
$22.94 - $36.83 (hourly)
Contract Duration
24.4 Months
Hours per Week
35
Posting Details
Schedule
8:30am to 4:30pm, Monday to Friday
Education Level
2-year Community College diploma in Office Administration or related field of study.
Career Level
3 years of relevant experience
Job Description
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.
Administrative Assistant, Academic (III)
JD#: JD0677
The Department of Health Research Methods, Evidence, and Impact (HEI) is currently welcoming applications for a full-time Administrative Assistant, Academic (III) to join our team! This is an excellent opportunity for an experienced administrative professional to join us in an essential support role for the Master of Public Health (MPH) program in HEI. Reporting to the Program Manager, Education, the Administrative Assistant, Academic (III) will have exposure to providing a full range of administrative support to students, faculty and staff to support the education programs, with specific responsibility for the Master of Public Health Program.
Located within the Faculty of Health Sciences, HEI is world renowned for its work conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs which have grown to include graduate programs in Health Research Methodology, Public Health, Health Policy, eHealth, Clinical Epidemiology, Community and Public Health, as well as the Public Health and Preventative Medicine Residency Program.
The MPH program attracts a wide range of graduate and professional learners and is offered full- and part-time and fully in person. Over the 2-year program, students complete core and elective courses and choose either a practicum or thesis option. Faculty supporting the program are primarily based in HEI with additional faculty across Health Sciences and the University. Public Health and Health System practicum sites are primarily in the Greater Hamilton Area, throughout Ontario, with some international site placements.
Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
Key Purpose and Functions:
- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case-by-case basis.
- Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Create financial projections and make adjustments to the program budget throughout the fiscal year.
- Deliver a variety of academic program or department presentations.
- Review and process applications for internal and external scholarship competitions and program admission.
- Compile and distribute application and admission files for review by the Admissions Committee.
- Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
- Provide updates to applicants about the status of their application.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
- 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.
- Provide program and admissions information to potential applicants, students, and faculty.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are adhered to.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile the paperwork required to facilitate hiring and payment processes.
- Input financial and employee information required to process pay.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Format, word process, edit, and proofread a variety of documents and materials.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
- 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.
- Maintain the confidentiality of student files and documents.
Qualifications:
- 2-year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.
Assets:
- Experience using Avenue to Learn to set up and maintain course shells and class lists, and post course related materials, including student grades and course evaluations, is considered a strong asset.
- Experience using Slate Admissions portal is an asset.
- Previous experience working in a university environment is an asset.
Additional Information:
In collaboration with the Director of the MPH Program, the incumbent will:
- Manage the admissions process
- Support course instructors with our learning platform, Avenue to Learn
- Manage enrollment and course elective lists
- Develop, establish and maintain relationships with placement partners, ensuring that valid affiliation agreements are in place for each placement.
- Communicate regularly with practicum site supervisors and students about requirements.
- Coordinate the pre-placement process for graduate students, including monitoring student progress and following up as required.
- Process student stipend payments.
The successful candidate must have/demonstrate:
- High attention to detail and accountability.
- Strong organizational skills and time management.
- Strong written and oral communications skills.
- Ability to collaborate within a team environment.
- Adaptability and resourcefulness.
- Exceptional problem-solving skills.
- Ability to work independently and to prioritize competing tasks.
- Advanced computer skills in Microsoft Office (i.e., Word, Excel, PowerPoint, etc.)
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 the following to communicate accomodation needs:
- 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
About McMaster University
McMaster University, one of four Canadian universities listed among the Top 100 universities in the world, is renowned for its innovation in both learning and discovery. It has a student population of 30,000, and more than 185,000 alumni in 137 countries.