Job ID

78125

Job Title

Administrative Assistant (II)

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/08/15

Job Type

Continuing

Close Date

2026/08/24

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Nursing

Full/Part Time

Full-Time

Salary Grade/Band

Grade 5

Salary Range

$26.59 - $35.15 (hourly)

Job Code

JD0091

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

Hours per Week

35

Posting Details

Schedule

Monday - Friday

8:30 am - 4:30 pm

Hybrid

Education Level

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

Career Level

Experienced

For over 75 years, McMaster’s School of Nursing (SON) has delivered nursing education programs that have produced generations of professional nurses who contribute to nursing practice, research, education, policy, and administration. Within a culture of optimism and respect, we continue to transform the future of nursing practice and lead with local and global communities through visionary inclusive education and high-impact research. The School of Nursing is committed to and is a leading partner in the McMaster University Faculty of Health Sciences (FHS) Indigenous Health Initiative.

About the Role The School of Nursing requires a Curriculum Assistant (CA) to provide curriculum support for the delivery of the School's Undergraduate Nursing Program across three sites (McMaster University, Mohawk College and Conestoga College).

This role reports to the Program Manager and works closely with faculty and the BScN Program team to support course and administrative activities. The CA assists with the operational aspects of course delivery, including editing course materials, setting up and managing course shells, ordering textbooks, and coordinating room bookings. In addition, the CA supports clinical and simulation coordination by assisting with simulation laboratory and teaching room bookings, as well as standardized patient scheduling.

Job Summary:

Organize and perform 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.

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, the BScN Program and undergraduate education would be an asset

Position Requirements:

- Strong computer skills, Proficiency in Microsoft Office Suite, Office 365, Adobe Acrobat Pro
- Experience with Avenue to Learn and the FHS-Database
- Positive and friendly customer service attitude; sensitivity to student, staff and faculty needs
- Solid organizational skills, interpersonal and communication (oral and written) skills and sound judgement
- Experience scheduling and ensuring delivery of curriculum component and learning events
- Experience collecting, verifying, and inputting data into a variety of spreadsheets and databases
- Experience writing a variety of documents (e.g. reports, guides, training materials, correspondence, minutes, etc.)
- 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 and demonstrated ability to perform equally well individually and as part of a team
- Experience 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 following up on and ensuring appropriate implementation of decisions made by supervisor
- Experience supporting staff and faculty members in a variety of roles/responsibilities – directors, chairs, planners, teachers, facilitators, committees, groups
- Ability to answer complex inquiries via telephone, email, or in person that are specific in nature and includes experience providing policy and procedure information to others (e.g. students, faculty, and internal and external partners)




- This position may require you to travel and/or work outside of your regular work schedule including evenings and weekends to meet operational demands
- Access to reliable home internet service to facilitate our current hybrid work model

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. 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 [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 (II) (Canada)
🏢 McMaster University
📍 Canada