Job ID

74845

Job Title

Administrative Assistant - 12 Month Appointment (Hybrid)

Regular/Temporary

Regular

Location

Ron Joyce Centre

Open Date

03/18/2026

Job Type

Limited Term (>12 months)

Close Date

04/02/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

DSB Executive Programs

Full/Part Time

Full-Time

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Job Code

JD0091

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday – Friday, 8:30am – 4:30pm (Hybrid schedule)

Education Level

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

Career Level

Requires 3 years of relevant experience.

Location

Ron Joyce Centre, Burlington

Anticipated Start Date

May 1, 2026

Employment Type

Limited Term Employee

Duration

12 Month Appointment

Job Description

Unit Description:

DeGroote Executive Programs, part of the DeGroote School of Business, delivers high-quality education and professional development experiences designed for senior and aspiring leaders. Based at the Ron Joyce Centre in Burlington, Executive Programs offers a wide range of leadership development opportunities, including open enrollment programs for individuals and customized learning solutions for organizations. The Executive Programs department builds confidence, strengthens leadership capacity, and helps professionals reach their full potential. Drawing on the expertise of McMaster University faculty and leading industry practitioners, Executive Programs design and deliver learning experiences that are tailored to organizational needs and aligned with strategic priorities. DeGroote Executive Programs is a core pillar of the faculty’s strategic plan, with a focus on expanding its reach and reputation by delivering relevant, leading-edge programming, building new partnerships, and deepening engagement with alumni and the broader business community.

Job Summary:

Organizes and performs 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.

Assets:

• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, OneDrive).

• Comfort with virtual meeting platforms (Zoom, MS Teams).

• Ability to create basic reports, dashboards, or spreadsheets.

• Exceptional ability to prioritize competing deadlines.

• Strong meeting and event coordination skills (agendas, minutes, logistics).

• Exceptional written and verbal communication skills.

• Experience supporting stakeholders, clients, faculty, or executives.

• Ability to anticipate needs and act proactively.

• Processing invoices, expense reports, purchase orders.

• Experience with university systems.

• Experience in a customer focused or service-oriented environment.

• Experience in higher education, executive education, or professional services.

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.

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.