Regular/Temporary

Regular

Job Title

Administrative Assistant

Job ID

72139

Location

HSC- Central Campus

Open Date

09/24/2025

Job Type

Limited Term (>12 months)

Close Date

10/03/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Evidence Synth & Supp Inst

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

24.4 Months

Hours per Week

35

Posting Details

Schedule

Monday to Friday 830-430

Education Level

2 year Diploma

Career Level

3-4 years of experience

Job Description

Job Title: Administrative Assistant JD1283
Job Family: Administrative
Pay Grade: 6
Hours of Work: 35 per week, 24 month Appointment, Start ASAP
Department: Health Evidence & Impact (HEI)

The Administrative Assistant will play a key role in supporting two new initiatives, Evidence Synthesis and Support Institute (ESSI) and Hamilton Research Methods Network (HRMN) in partnership with the Department of Health Evidence & Impact (HEI).

ESSI, in development, advances evidence-informed decision-making by conducting cutting-edge synthesis, translation, and knowledge mobilization activities. Through partnerships with stakeholders locally, nationally, and globally, ESSI ensures that research excellence translates into meaningful impact for practitioners, policymakers and communities.

HRMN is a collaboration between the Faculty of Health Sciences, Hamilton Health Sciences and St. Joseph's Healthcare and its purpose is to support the next generation of clinical researchers—especially early- and mid-career researchers, it aims to help those who wish to conduct collaborative studies that can drive change in clinical practice, and to mobilize research insights beyond academia.

Reporting to the Director in the Department of HEI, the incumbent will provide administrative, analytical, and operational support to ensure smooth day-to-day functioning across both initiatives. The role requires a high degree of independence, judgment, and professionalism, and involves acting as a central point of contact for staff, faculty, and external partners.

The Administrative Assistant will oversee workflows, coordinate communications, provide project and event support, and contribute to financial and operational processes. Working in a dynamic, multi-stakeholder environment, the incumbent will liaise with senior leadership, faculty, staff, and external collaborators to advance the priorities of both initiatives.

Representative Duties & Responsibilities

• Serve as the primary administrative support for the Directors and act as a liaison with senior management, faculty, and external stakeholders.

• Provide analytical and administrative support on a variety of programmatic, research, and faculty issues.

• Coordinate the submission of information and documentation required for processes such as recruitment, performance reviews, and selection committees.

• Assist with preparing detailed briefing materials, agendas, reports, and presentations for meetings.

• Schedule, organize, and support interviews, meetings, workshops, and events, including travel arrangements and catering.

• Develop and maintain financial records, reconcile accounts, and contribute to budget monitoring and projections.

• Update and maintain websites, databases, and shared platforms to ensure timely and accurate information sharing across both initiatives.

• Draft, edit, and proofread correspondence, reports, and communications on behalf of the Directors.

• Monitor office supplies, equipment, and services to ensure smooth operations.

• Maintain confidential files and handle sensitive material in accordance with University policies.

• Provide lead hand supervision and guidance to other administrative staff or student employees as required.

Qualifications

• Completion of a 2-year Community College diploma in Office Administration or a related field.

• A minimum of 3-4 years of relevant administrative experience, preferably in an academic or research setting.

• Strong organizational and time-management skills with the ability to prioritize competing demands.

• Excellent written and verbal communication skills.

• Demonstrated experience supporting multiple leaders or units simultaneously.

• Proficiency with Microsoft Office Suite, database management, and web content tools.

• Ability to exercise discretion, judgment, and diplomacy when handling confidential and sensitive information.

• Demonstrated ability to work independently and collaboratively in a fast-paced environment.

Additional Information

• This position is hybrid, 2 days on-site and 3 days remote.
• Monday to Friday 830-430, 35 hours per week
• 24-month position with benefits

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.

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.