Job ID

75859

Job Title

Clinical & Academic Appointments Officer

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/05/05

Job Type

Continuing

Close Date

2026/05/18

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Full/Part Time

Full-Time

Salary Grade/Band

Grade 7

Salary Range

$29.26 - $41.19 (hourly)

Job Code

JD1674

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday-Friday, 8:30am-4:30pm

Education Level

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

Career Level

Requires a minimum of 4 years of relevant experience. Including one year of supervisory experience

Anticipated Fill Date

As soon as possible

Existing Vacancy?

Yes, newly created position

Job Description Number

JD1674

Job Description

Job Summary:

As the largest department within the Faculty of Health Sciences, the Department of Medicine includes over 300 full-time faculty, 500+ associate faculty, and 400 staff across multiple campuses and affiliated hospital sites. The Department manages over $125 million in funding, supports residency and fellowship programs, and is home to leading research institutes and academic programs. The Department is committed to advancing clinical care, education, and research excellence while supporting faculty success across their academic careers.

The Department of Medicine is seeking a strategic and collaborative Clinical and Academic Appointments Officer to lead the faculty appointments, re-appointments, and tenure and promotion processes for active clinical and non-clinical faculty in a university health science setting by ensuring adherence to university policies. This position provides guidance to faculty members, and facilitates the tenure and process review prior to committee submissions. The successful incumbent will also supervise and coordinate the work of an academic administrative team within the department.

Accountabilities:

• Guide faculty through the appointments, re-appointments and tenure and promotion processes for active clinical and non-clinical faculty in a department.
• Acts as a central resource and subject matter expert for faculty, hospital partners, and senior leadership within the Department.
• Provide guidance to faculty undergoing the promotion and tenure process ensuring dossiers are compliant, complete, and submitted according to university policy submission guidelines and departmental deadlines.
• Leads the appointments and re-appointment process for full and part-time clinical and non-clinical academics, including clinical scholars ensuring compliance with departmental and university standards.
• Works in collaboration with department finance manager to confirm financial support is in place prior to extending faculty appointments.
• Ensure accurate entry of financial related forms.
• Review and submit forms to initiate and facilitate hiring processes for limited term academic appointments.
• Serve as a liaison to the departmental Tenure and Promotion Committee.
• Liaise with faculty members, external organizations and professionals requiring technical knowledge on university policies and procedures and provincial regulatory licensing bodies.
• Attends, coordinates and participates in information sessions and meetings through active discussion, requiring detailed presentations based on specialized knowledge relative to the role.
• Coordinate academic planning, including submission deadlines
• Identify any potential issues within area of responsibility and consult relevant documentation and liaise with appropriate resource persons to obtain, provide information and resolve these issues.
• Coordinate training and orientation sessions for faculty as required.
• Manage the submission of information and documentation required to initiate, facilitate, and conclude various processes such as tenure and promotion, and selection committees.
• Inform faculty of continuing education and career development information, appointment requirements, and criteria for promotion.
• Gather, compile and submit all pertinent documents such as but not limited to licensing, academic achievements, physician’s clinical performance for the clinical and physician annual reports. Participate in the development and implementation of projects, work methods, and procedures.
• Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Consult with various University offices/departments such as Faculty Relations regarding policies to determine leave, appointments, and licensing implications
• Create and maintain spreadsheets, forms and databases to input, track, store and retrieve verified data.
• Prepare letters and correspondence for Faculty Relations on behalf of the Chair.
• Writes, reviews, edits and formats a variety of documents including but not limited to correspondence, reports, presentations and minutes.
• Provide training for administrative staff within the department in relation to the role.
• Adhere to established deadlines and schedules.
• Update and maintain program or departmental websites.
• Set up and maintain electronic filing systems and records.
• Gather and compile information required for a variety of documents and reports.
• Assemble, copy, collate and distribute documents and packages.
• Schedule and coordinate meetings including preparation of agendas.
• Maintain confidentiality of information.
• 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 departmental/unit policies and procedures.

Skills and Qualifications:

• 2-year Community College diploma in Office Administration or related field of study
• Requires a minimum of 4 years of relevant experience. Including one year of supervisory experience

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.

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.