Job ID

77848

Job Title

Administrative Assistant, Academic (III)

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/08/04

Job Type

Continuing

Close Date

2026/08/22

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Maccare

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0677

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

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

Anticipated Start Date: ASAP

Education Level

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

Career Level

Requires 4 years of relevant experience.

Administrative Assistant, Academic (III)

JD 0677

Unit/Project Description: The Mac-CARE Program (McMaster Community and Rural Education Program) in the Faculty of Health Sciences provides the expertise and support to facilitate core and elective placements in the Mac-CARE campus regions for learners of the Michael G. DeGroote School of Medicine (MDSM).

Reporting to the Manager of the Mac-CARE Program, the Administrative Assistant, Academic (III) works closely with the Clinical Placement Program Manager to coordinate placement and orientation of medical students, residents, clinical fellows, midwifery students and physician assistant students in hospital settings and private community clinics in the community. This includes clinical placements in the four Clinical Education Campuses [CECs] (Osler, Halton, Burlington, and Grand Erie Six Nations) and liaising with the Hamilton Medical Education Campus, the Niagara Medical Education Campus, and the Waterloo Medical Education Campus.

This position will require a holistic understanding of McMaster’s Medical School Information System (MedSIS) and how the Undergraduate and Postgraduate programs function within the Faculty of Health Sciences, including the distributed campus sites of the MDSM to provide the necessary level of support.

Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events.

Responsible for ensuring adherence to quality standards and procedures for short-term staff.

Purpose and Key Functions:

- Identify and analyze problems with the program and prepare recommendations for review and approval.
- Investigate questions and resolve problems concerning program, curricula, and admissions.
- Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case -by -case basis.
- Advocate on behalf of students who require accommodation or non-standard arrangements with regards to funding and program requirements.
- Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
- Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
- Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
- Deliver a variety of academic program or department presentations.
- Review and process applications for internal and external scholarship competitions and program admissions.
- Compile and distribute application and admission files for review by the Admissions committee.
- Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
- Provide updates to applicants about their status of their application.
- Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
- Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
- Compile course information and update course calendar information.
- Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
- 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.
- Provide program and admissions information to potential applicants, students, and faculty.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Act as a liaison between students and the various individuals and offices within and external to the department.
- Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are being followed.
- Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
- Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
- Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Write a variety of documents such as correspondence, reports, and meeting minutes.
- Gather and compile data and documentation for a variety of reports, memos, and program activities.
- Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
- Collect, verify, and input data into a variety of spreadsheets and databases.
- Update and maintain information and content on websites and social networks.
- Coordinate the calendar of supervisor and resolve scheduling conflicts.
- Schedule and coordinate meetings including room bookings, agendas, catering, and travel arrangements.
- 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.
- Maintain the confidentiality of student files and documents.

Requirements:

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

Assets:

- Understanding of the policies and procedures of the University and knowledge of Michael G. DeGroote School of Medicine programs would be an asset.
- Experience and knowledge of postgraduate and undergraduate medical education and local community hospitals (Mac-CARE catchment) and their respective relationships would be an asset in this position.

Additional Information:

Position requirements

- Experience assisting with the training and work of others, identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring workload, workflow and completion of tasks.
- Experience using MedSIS, the FHS Database (FHS-DB), FHS Forms, Medportal, and Microsoft 365 (especially Excel) to support reporting and hospital onboarding activities is strongly preferred and considered a significant asset.
- Proven experience working collaboratively with others to achieve departmental and institutional goals.
- Knowledge of undergraduate medical learner curriculum and postgraduate medical education.
- Knowledge of the community preceptor payment process across McMaster’s distributed campuses and teaching sites which includes knowledge of the Supplier Payment Manager (SPM) system.
- Experience working with medical learners in a distributed medical education model.
- Demonstrated experience working with teams across an educational institution and providing timely updates and responses.
- Experience collecting, verifying,



inputting and exporting data into and out of a variety of spreadsheets and databases (e.g. MedSIS, Medportal, FHS-DB, etc.)
- Experience performing integrity checks to ensure the accuracy and completeness of data sets and determining the course of action required when errors occur.
- Experience and knowledge of postgraduate and undergraduate medical education and local community hospitals and their respective relationships would be an asset in this position (e.g. knowledge of community hospital locations).
- Experience scheduling and ensuring the delivery of curriculum components and learning events; assessing their implementation and identifying improvements needed and possible solutions/approaches.
- Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands.
- Proven experience meeting multiple and simultaneous deadlines.
- Empathetic customer service attitude: sensitivity to medical learner, staff, and faculty needs

This position may require you to travel to Mac-CARE’s Clinical Education Campuses and to work outside of your regular work schedule including evenings, early mornings and weekends to meet operational demands. Access to reliable home internet service to facilitate our current hybrid work environment is also required.

We thank you for your application. Please note only those candidates selected for an interview will be contacted.

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 (phone hidden) 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 versatile 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 [email protected] 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.

📌 Administrative Assistant, Academic (III) (Canada)
🏢 McMaster University
📍 Canada