Job Description

Regular/Temporary

Temporary

Job Title

Admin Assist II

Job ID

69545

Location

HSC- Central Campus

Open Date

05/22/2025

Job Type

Limited Term (=>6months)

Close Date

05/31/2025

Employee Group

Interim

Favorite Job

Department

FHS Central Animal Facility

Contract Duration

5.6 Months

Hours per Week

35

Posting Details

Schedule

Monday - Friday, 8:00am - 4:00pm

Education Level

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

Career Level

Intermediate

Administrative Assistant II

The

Faculty of Health Sciences

'

Central

Animal Facilities (CAF)

is welcoming applications for a limited-term full-time,

Administrative Assistant II

to join our team! This is an excellent opportunity for an administrative professional to join us in an essential support role for the department.

About McMaster

At McMaster University, we strive to attract, develop, and retain talented faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of everyone. McMaster is one of the Top 70 Universities in the World and is recognized as Canada's Most Research-Intensive University. McMaster continues to be recognized as one of the top employers in the Hamilton/Niagara region and one of Canada's Top Diversity employers.

Our Faculty and Culture of Excellence

The Faculty of Health Sciences (FHS), the largest Faculty within McMaster, is unique as the only Canadian university that combines schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Bachelor of Health Sciences, physician assistant and postgraduate health sciences education within one faculty. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster and the Faculty among the top 50 universities in the world for health and medicine.


Those who join FHS will find a community of 5,400 talented individuals who are inspired by the faculty's commitment to our values of interprofessional collaboration, commitment to our communities, accountability, innovation, excellence, integrity, respect, and optimism.

The Opportunity

The Animal Care Program at McMaster University operates as a Central Service/core facility within 8 distinct animal (multi-species) facilities and numerous procedural spaces across campus. Collectively, these facilities house more than 25,000 animals. Facilities are distributed across the McMaster University campus, and at St. Joseph's Healthcare Hamilton, McMaster Innovation Park, the Juravinski Cancer Center, and the David Braley Research Institute (DBRI) at Hamilton Health Sciences.


The Administrative Assistant (II) is responsible for overseeing the efficient functioning of our office operations. Key responsibilities include planning and coordinating events, managing inquiries, preparing documents, conducting research, and maintaining office supplies. The role involves providing policy and procedure information, payment processes, scheduling, maintaining online platforms, and handling various administrative tasks. The ideal candidate will possess strong organizational, communication, and multitasking skills, with the ability to prioritize tasks and work independently. Given the nature of the work, the successful incumbent will work onsite in the Central Animal Facility

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.


Key functions include the following:

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.

Additional Information:


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.

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. Progressive paid Annual Vacation Plan. Participation in a competitive Contributory Pension Plan Training, coaching and professional development opportunities. Employee Tuition Assistance for continuous professional development & education. Opportunity to be a part of an academic environment working alongside professionals who share a passion for life-long learning.

For more information, please visit

McMaster's Total Rewards website

!

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, Metis 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.

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.