Job Description

Regular/Temporary

Regular

Job Title

Administrative Assistant (II)

Job ID

72496

Location

David Braley Health Sci Centre

Open Date

10/17/2025

Job Type

Continuing

Close Date

10/23/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Family Med

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Hours per Week

35

Posting Details

Schedule

Monday - Friday, 8:30AM-4:30PM

Hybrid Work Details

Tuesdays, Wednesdays & Thursdays: In-Office Work Required


Mondays & Fridays: Work-From-Home Option Available

Education Level

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

Career Level

3 years of relevant experience

Number

JD00091

The

Department of Family Medicine

(DFM) is seeking a highly organized, resourceful, motivated, and creative colleague to be part of its Core Services Team which provides support in all aspects related to the Chair's office.


Reporting to the Executive Director, the

Administrative Assistant (II)

will be an integral part of the departmental experience. In this customer service-based model, you will provide calendar support; assist in the facilitation of a variety of events; and be an essential part of the daily operations of a busy administrative team which is supporting the Chair's overall departmental mandate. The

Administrative Assistant (II)

shares responsibility for modelling and supporting policies and practices that are aligned with the Department of Family Medicine's commitment to truth and reconciliation with Indigenous Peoples, to addressing the harms of racism experienced by Black and People of Colour, and to creating and sustaining an equitable, diverse and inclusive workplace for all.

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.

Requirements:

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

Additional Information:

This position requires an individual capable of handling a diverse workload in a busy environment, able to meet multiple and simultaneous deadlines, and perform equally well individually and as part of a team.


Previous experience working in a healthcare/clinical environment is required.


Flexibility in schedule is necessary as occassional work may be required during early mornings or evenings. Here are some things to note about our office space:

Our office building is in downtown Hamilton and accessible via public transit. Our offices are located on levels 2-6, which are all wheelchair accessible. Gender-inclusive public washrooms are available on site.

The Department of Family Medicine also recognizes the impact of leaves (e.g. family care or health-related) that may have had an impact on your career path. You are welcome to share this information with us, and it will be considered when assessing your application in full to ensure an equitable approach.

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.

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 talent@mcmaster.ca or the HR contact associated with your position of interest.