Job ID

77835

Job Title

Site Coordinator

Regular/Temporary

Temporary

Location

HSC- Central Campus

Open Date

2026/08/13

Job Type

Limited Term ( >12 months)

Close Date

2026/08/19

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Pediatrics

Full/Part Time

Full time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD1169

Existing Vacancy

Yes - Newly Created Position

Contract Duration

12.1 Months

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule Monday-Friday 8:30am-4:30pm, a { text-decoration: none; color: #464feb;}tr th, tr td { border: 0pxsolid #e6e6e6;}tr th { background-color: #f5f5f5;} hybrid: minimum three (3) days a week onsite

Education Level Bachelor's Degree

Career Level Experienced (Non-Manager)

Start Date September 1, 2026

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.

JD #:

JD01169

Pay Grade:

6

Title:

Site Coordinator

Unit/Project Description:

The Department of Pediatrics is currently welcoming applications for a Site Coordinator. This is an excellent opportunity for an organized,

motivated and detail-oriented individual to join us in an important role at McMaster University.

This 12-month contract position will be responsible for coordinating the operational and administrative functions that support the Department across multiple clinical, academic, and administrative areas. Reporting to the Strategic Operations Manager, the successful candidate will serve as the primary point of contact for departmental space and facilities coordination, including office moves, renovations, furniture and equipment requests, security access, and workspace planning. Working closely with internal partners such as FHS Facilities Services, HHS

Capital Planning, Information Technology, Security Services, and external vendors, the Site Coordinator helps ensure our spaces remain functional, productive, and responsive to the evolving needs of faculty, staff, learners, and visitors.

In addition to facilities coordination, this position supports a variety of departmental operational initiatives, meetings and events, financial processes, and administrative projects. The successful candidate will be a strong communicator with exceptional organizational skills, capable of managing multiple priorities while building positive working relationships across a diverse group of stakeholders. This role offers the opportunity to contribute to continuous process improvement and play an integral part in supporting the Department's ongoing growth and strategic priorities.

These responsibilities align with the Site Coordinator position description, including coordination of multi-site operations, projects, budgets, events,

and operational processes.

About Us The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, teachers, and learners whose collective mission is to improve the wellbeing of children and their families – both locally, and around the world. We are proud to represent faculty who hold Canada Research Chairs, are members of the Order of Canada, and are national award-winning teachers. Our administrators are valued team members and are critical to the success and impact of our work.

We invite you to find out more about us here:

https://healthsci.mcmaster.ca/pediatrics https://www.instagram.com/macupediatrics/

https://www.linkedin.com/company/mcmaster-university-department-of-pediatrics https://pediatrics.healthsci.mcmaster.ca/about-us/mission-vision-values/

What We Offer:

In addition to joining a top ranked university, McMaster offers a very competitive total compensation package that includes but is not limited to:

- Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.

- Participation in a Group Retirement Savings Plan.

- Training, coaching and professional development opportunities

- Employee tuition assistance for continuous development and education

- Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning

- Progressive paid annual vacation plan

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. Act as site coordinator for all sites in the department.

Key Purpose & Functions:

C ollect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.

Participate in the development and implementation of projects, work methods and procedures.

Oversee coordination of furniture, office moves, computer purchases, minor renovations, repairs and key requests at sites.

Communicate and work collaboratively with various internal and external organizations and departments.

Organize and coordinate educational programs, conferences and events such as retreats and other capacity building programs.

Monitor established operational and administrative processes within the unit and recommend procedural changes to improve unit efficiency.

Develop estimates of time and resources for various activities and events.

Contribute to the development of budgets for review and approval and reconciliation of accounts.

Support the negotiation process for a variety of contracts with outside agencies for conferences, furniture, supplies, and equipment repairs by obtaining quotes and pricing information.

Plan, develop, and deliver orientation sessions and training sessions.

Plan and coordinate interview schedules involving individuals internal and external to the department.

Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.

Handle petty cash including the tracking and monitoring of related expenses and reimbursements.

Write a variety of documents such as correspondence and reports.

Format, edit, and proofread a variety of documents and materials.

Greet visitors, answer or redirect general inquires 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 policy and procedure information to others.

Gather and compile the paperwork required to facilitate hiring and payment processes.

Coordinate the calendar of supervisor and others, arrange meetings and make travel arrangements.

Conduct database, literature and web searches to locate and retrieve documents and articles.

Set-up, update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.

Update and maintain information on websites.

Monitor and order office supplies.

Attend a variety of meetings.

Assemble, collate, and disseminate mailings.

Open and distribute incoming mail and faxes, and arrange courier shipments.

Prepare outgoing mail, faxes, and courier shipments.

Supervision:

Provides functional guidance to others on an ongoing basis.

Requirements:

Two year Community College diploma in Office Administration or related field.

Requires three years of relevant experience.

Assets:

Attendance at the occasional before and after-hours meetings may be a requirement of this position.

Medical terminology would be considered an asset.

Experience with OHIP billing would be considered an asset

We welcome candidates who are inspired by our MVV framework and who will strive to uphold our values everyday

Additional Information:

Knowledge and Experience with:

Leadership:

Experience with leadership administrative support

Environment :

Robust self-care skills and an ability to cope emotionally with encountering the theme of acute and chronically ill infants.

Flexibility for ongoing hybrid onsite/(partial) remote work post pandemic

Technology :

computer software programs – Skilled with using Microsoft Office Suite, including Office 365 and Outlook, SharePoint, WORD and EXCEL, PowerPoint; is expected.

Virtual meeting/appointment coordination, using ZOOM and Microsoft TEAMS

Experience with digital platforms and databases

Finance:





Relevant experience with financial processes including within multiple institutions such as expense processing.

Knowledge regarding opening and closing of research accounts

Relevant experience with budget management, account reconciliation.

Planning & Organizing:

Experience with calendar management

Experience with meeting or event coordination (including virtual)

the ability to think critically to prioritize competing demands, identify issues and apply insights to problem-solving .

Be adaptable to adjust to changing priorities, processes, or environments. Comfortable handling unexpected challenges with the capacity to learn and adopt new skills, technologies, and methods to meet evolving organizational needs.

Other Interpersonal Skills:

Ability to communicate and build positive relationships with colleagues, partners and stakeholders both internally and externally coupled with the ability to clearly convey ideas, instructions, and information to diverse audiences (both verbally and written)

Ability to navigate conflicts to find resolutions that support team cohesion and organizational success.

Diplomacy, tact, and the ability to maintain strict confidentiality are essential, as is the ability to effectively liaise with the University, Hospital, and department members, healthcare professionals, staff, and external organizations.

To be successful in this position, the assistant must have initiative, strong communication, organizational and time management skills, work well independently, and within a team.

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 in office 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 [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.

📌 Site Coordinator (Canada)
🏢 McMaster University
📍 Canada