Job Description

Schedule

• Monday-Friday 8:30 am-4:30 pm

Education Level

• Post-secondary education or equivalent experience
• Office administration and financial management training

Career Level

• 5 years of experience in providing a full range of executive support to senior leader or administrator (preferably in a post-secondary educational setting)
• Project management
• Financial management
• Risk management and insurance experience an asset

This is a shared position between the Office of the Vice-President (Operations and Finance), the Chief Risk Office, and Internal Audit Services. Background Office of the Vice-President (Operations and Finance) The Operations and Finance division supports the institutional vision and aspirations of our community of researchers, scholars, faculty and learners. We leverage and apply best practices, modernize processes, and enhance services, no matter where the work is performed. The Vice-President (Operations and Finance) oversees departments, divisions and ancillary units that keep the university running.
Chief Risk Office (CRO) The Chief Risk Office includes an enterprise-level risk management function that coordinates the overall risk architecture of McMaster. The Enterprise Risk Management (ERM) program ensures that all risks affecting the realization of the university\xe2\x80\x99s goals and objectives are effectively identified, managed on a prioritized basis and leadership is alerted to critical changes. An integral part of the risk management function is to manage the insurance program as well as supporting the Crisis Management Group; a group comprised of senior leadership and aligning the CMG Group objectives with the ERM program.
Internal Audit Services (IAS) IAS provides McMaster (management and the Board) with independent and objective assurance, and advisory services designed to add value and improve processes and operations. By bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes, IAS help the University accomplish its objectives. IAS is also overseeing and managing the University ethics hotline.
Job Summary We are seeking a dynamic Administrative Assistant to provide comprehensive administrative support to three offices:

• 40% Office of the Vice-President (Operations and Finance)
• 40% Chief Risk Office
• 20% Internal Audit Services

This role encompasses a wide range of responsibilities, from financial administration to human resources tasks, and complex scheduling of multiple calendars. The ideal candidate is organized, detail-oriented, and capable of managing various administrative functions efficiently and effectively. The Administrative Assistant reports to the Associate Director, Strategic Initiatives in the Office of the VPOF. The Administrative Assistant understands that performance of all duties related to this role must be conducted in a manner that fosters a culture of openness, respect, fairness and inclusion and will provide overall office management, financial management and administrative support to the Office of the VPOF, including back-up to the VPOF\xe2\x80\x99s Executive Assistant, as well as the Chief Risk Officer, and the Chief Internal Auditor. Activities include preparing high-level presentations for various Committees, coordinating the committee meetings, liaising with stakeholders in information/data captures, analysis, reports development and pan-University communication initiatives. The Administrative Assistant\xe2\x80\x99s work assignments are complex in nature, requiring considerable initiative, resourcefulness, judgement, confidentiality, tact and discretion. This position offers an opportunity to be an integral part of the organization, contributing to its overall success by ensuring effective administration and human resources support. If you are a detail-oriented and versatile professional looking to make a difference, we encourage you to apply.
Accountabilities Office and finance administration duties 1. Assist offices in preparing and monitoring departmental budgets, ensuring financial stability.
2. Maintain financial accounts through monthly reconciliations and tracking spreadsheets.
3. Confirm invoice accuracy and liaise with external third parties for corrections, managing invoice payments.
4. Prepare various financial documents, including cheque requisitions, travel advances, and journal entries.
5. Manage expense reimbursement requests for team members.
6. Handle confidential and privileged materials with discretion, following University policies.
7. Monitor fiscal year expenditures and report on all programs within the department to inform budget preparation.
8. Serve as the first point of contact, managing reception duties, inquiries, and appointments.
9. Coordinate logistics for meetings and special events, including location, scheduling, and participant invitations.
10. Provide administrative support, such as calendar maintenance, meeting attendance, and travel arrangements.
11. Independently manage and respond to inquiries requiring in-depth department knowledge and University policies.
12. Provide overall office management support, including minute-taking and troubleshooting technology-related issues, and facilities requests.
13. Conduct research, collect and synthesize data, and prepare reports as requested.
14. Perform other related administrative duties as required.

Human Resources 1. Process HR transactions including time reporting, payroll approvals, and changes to employee information.
2. Manage the student recruitment cycle, ensuring timely submission of funding applications and postings in Mosaic.
3. Coordinate onboarding and orientation for new hires in collaboration with managers.
4. Assist in planning, coordinating, and scheduling staff learning events and tracking employee health and safety training.
5. Utilize Mosaic and other documentation to provide HR-related reports to the leadership team.
6. Provide basic-level HR support and escalate complex matters to HR as necessary. VPOF duties 1. Provides backup support to the Executive Assistant to the VPOF supporting day-to-day needs.
2. Supports the submission of all materials for the Board of Governors and sub-committees that requires review and approval from the Vice-President (Operations and Finance).




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 \xe2\x80\x9cDish With One Spoon\xe2\x80\x9d 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, M\xc3\xa9tis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+. As part of McMaster\xe2\x80\x99s 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.