Regular/Temporary

Regular

Job Title

Administrative Assistant (II) - Dept. of Biology

Job ID

72104

Location

Central Campus

Open Date

09/19/2025

Job Type

Continuing

Close Date

09/25/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Biology

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Hours per Week

35

Posting Details

Schedule

Hours of work are 7 hours per day, 8:30 a.m. - 4:30 p.m., Monday to Friday, including a 60-minute unpaid meal period. The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Education Level

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

Career Level

Requires 3 years of relevant experience.

Job Description #

JD00091

Anticipated Fill Date

Early October

Location

Life Sciences Building 214

Job Description

Unit/Project Description:

The Department of Biology is a thriving community of scientists working in diverse areas, who are committed to excellence and innovation in research, training, teaching, and outreach. The Department has 27 full time research-active faculty members, 4 teaching-track faculty members, ~80 graduate students, and ~900 undergraduate students. For more information on the Department, please visit https://biology.mcmaster.ca/.

Reporting to the Academic Department Manager, the Administrative Assistant is a key part of the Biology team, providing administrative support to our faculty and students, and assisting the Department Chair with managing their calendar and other projects.

Compensation & Benefits:
As a Unionized position, this role at McMaster offers robust, market-driven compensation, benefits, retirement savings plans/pensions, paid time-off, performance and service recognition, tuition assistance for employees, tuition bursary for dependents, and many other professional development and growth opportunities. To learn more about the total rewards available to the successful candidate, please access McMaster’s Total Rewards Overview for Unifor employees (https://hr.mcmaster.ca/app/uploads/2019/11/Unifor-Local-5555-Unit-1-Total-Rewards-Overview-Nov-2019-final-1.pdf) with a summary of the compensation, benefits, retirement income, paid time-off, and learning and development opportunities offered at McMaster. To further explore the extensive total rewards program, detailed information can be accessed through the links throughout the overview document.

Job Summary:

Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• 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.
• 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 a variety of 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.

Supervision:

• Provide direction to others in how to carry out work tasks.
• Ensures adherence to quality standards and procedures for short-term staff and volunteers.

Requirements:

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

Additional Information:

• Strong organizational skills and the ability to manage a high volume of correspondence and competing project deadlines is essential.

• Computer skills, including the use of Microsoft Outlook, Word, and Excel, are required, experience using Zoom, Microsoft Teams, electronic distribution lists, and maintaining webpages are assets, as is experience with McMaster's MOSAIC system (vouchers, expense reports, general ledger, timesheets) and BI Tools.

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.