Regular/Temporary

Temporary

Job Title

ADMINISTRATIVE ASSISTANT (III) (ENG-iLEAD)

Job ID

72129

Location

Central Campus

Open Date

09/22/2025

Job Type

Limited Term (>12 months)

Close Date

09/30/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

ENG - EIP

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

18 Months

Hours per Week

35

Posting Details

Schedule

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

Education Level

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

Career Level

Requires 4 years of relevant experience

Anticipated Start Date

October 27, 2025 (Tentative)

Job Description

Administrative Assistant (III)
iLEAD Office, Faculty of Engineering
(JD0643)

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About The Faculty

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering. has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. Engineering faculty, staff and students at McMaster pursue research and learning in more than 22 research centres, institutes and networks whose interdisciplinary pursuits cross-departmental and faculty boundaries. Outside the University, we regularly collaborate on research projects with partners in universities, the government and more than 100 companies in Canada and abroad.

About the Team

McMaster Engineering's unique 5-year programs and interdisciplinary minors offer undergraduate students unique multi-disciplinary engineering education experience in such areas as health sciences, business, social sciences, humanities, and the broader university experience.

The iLEAD Office (Innovation, Leadership, Engagement, Action, and Discovery) manages the Engineering & Society Program, the Engineering & Management Program, the Interdisciplinary Minors in Innovation, Sustainability, and Nuclear Studies and Society, and MacChangers. This position collaborates with other units within the Faculty of Engineering, other faculties and campus units, as well as community and industry partners.

About the Position

As a member of the iLEAD team, the role of Administrative Assistant will be responsible for supporting day to day administrative functions of the unit. This includes supporting Program Directors and student groups with event planning, scheduling meetings and implementation of curricular and co-curricular activities (e.g. booking buses for field trips; arranging thank you gifts for guest speakers etc.). In addition, this role provides invaluable support to the Academic Department Manager and iLEAD team. Activities may include assisting with expense claims, recommending new office procedures, and collating of information to assist with planning and decision making.This role works closely with internal and external stakeholders, including the Campus Store, MPS, MUSC, and Food Services.

Job Summary

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Representative Duties & Responsibilities

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• 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, 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 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.
• Ensure adherence to quality standards and procedures for short-term staff.

Qualifications

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

Assets

• Previous experience working in a university environment is considered a strong asset.
• Experience with MacBuy and Mosaic is considered an asset.

Additional Information

The successful candidate must have / demonstrate:

• Excellent problem solving and analytical skills
• Excellent communication (verbal and written) skills
• Excellent interpersonal skills and the ability to build and maintain relationships at work
• Flexibility and adaptability when meeting deadlines with numerous interruptions
• Ability to multi-task and demonstrate a high level or organization while working on multiple projects.
• Ability to respond creatively to resolve issues and maintain workflow
• Ability to take initiative and follow through, and willing to ask for help when needed
• Ability to work independently and collaborate within a team environment
• High attention to detail while producing thorough and accurate work
• A high degree of professionalism, integrity, and ability to handle confidential information

The successful candidate must also have experience in the following areas:

• Planning and coordinating various events and activities
• Preparing meeting agendas, taking minutes, and transcription
• Proficiency in MS Word, Excel, PowerPoint, Outlook, Adobe Acrobat

NOTE: Flexibility is required to work occasional evenings, weekends, and extended hours to meet the operational demands of the position.

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.

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.