Job Description

Regular/Temporary

Regular

Job Title

Administrative Assistant (II)

Job ID

72940

Location

HSC- Central Campus

Open Date

11/14/2025

Job Type

Limited Term (>12 months)

Close Date

11/20/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Health Evidence and Impact

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

12.3 Months

Hours per Week

35

Posting Details

Schedule

8:30am to 4:30pm, Monday to Friday

Education Level

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

Career Level

Requires 3 years of relevant experience

JD Number

JD 0091

Anticipated Start Date

As Soon as Possible

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.

Administrative Assistant (II)

Project Description:

OnSPARK is a health data platform that supports quality improvement, innovation, and research across the long-term care (LTC) sector in Ontario. Operating in close collaboration with health system, government and academic partners, OnSPARK securely integrates and curates real-world data from LTC homes to enable high-impact, evidence-informed work. We are seeking an Administrative Assistant to support the OnSPARK team with a range of administrative and coordination tasks, including assisting with financial tracking and reporting, scheduling and organizing meetings and events, preparing documentation and forms, and supporting faculty with updating CVs, managing online interfaces, and coordinating grant and ethics submissions. The team operates primarily in a remote environment with a hybrid component. While most work can be completed remotely, occasional in-person meetings or events are held on campus as needed, without a fixed schedule.

Job Summary:

Organizes and performs 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.

Duties and Responsibilities:

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.

Qualifications:

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

Assets:

Familiarity with the long-term health care sector is considered an asset.

Additional Information:

Familiarity with McMaster's administrative systems and processes (e.g., PeopleSoft/Mosaic for expense and voucher submissions, policies related to travel and procurement) Proficiency with Microsoft Excel, Word, Teams and SharePoint for document sharing and collaboration.

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 the following to communicate accomodation needs:

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

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.