Job Description

Regular/Temporary

Regular

Job Title

Administrative Assistant (III)

Job ID

72051

Location

HSC- Central Campus

Open Date

09/17/2025

Job Type

Limited Term (>12 months)

Close Date

09/26/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Educ Md

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Contract Duration

24.3 Months

Hours per Week

35

Posting Details

Schedule

8:30-4:30pm (Monday- Friday)

Education Level

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

Career Level

Experienced

Administrative Assistant (III), Curriculum

JD 0643

Unit/Project Description:

The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus MD program. The Administrative Assistant III, Curriculum is a member of our curriculum team who works to support participating external departments, electives capacity planning and the development and delivery of assessments in Pre-Clerkship and Clerkship components of the MD Program. The incumbent plays a key role in development and planning processes and works collaboratively with Faculty planning committees and Electives and Assessment Program Coordinator. This work requires an in-depth understanding of the UGME curriculum, assessments, electives and consistent attention to detail. Data entry, report generation and analysis, meeting organization, minuting, and event management for assessment and electives are daily/weekly responsibilities. Working closely with the UGME Program Coordinator and the Manager, Curriculum, the Administrative Assistant ensures the efficient organization and delivery of UGME electives and assessment activity across the program's three campuses (Hamilton, Waterloo, Niagara). The incumbent will provide detailed information and assistance in response to inquiries from students, staff, and faculty. This position reports to the Manager, Curriculum.

Job Summary:

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements. Follow up on and ensure appropriate implementation of decisions made by supervisor. Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues. Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation. Develop estimates of time and resources for various activities and events. Contribute to the development of budgets for review and approval. Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year. Exercise appropriate controls, monitor, and reconcile accounts. Establish priorities for general office operations. Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops. Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures. Utilize discretion and judgment to screen visitors and telephone calls and notify appropriate personnel. 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. Requires 4 years of relevant experience.

Assets:

Understanding of the policies and procedures of the University and knowledge of MD programs beyond McMaster would be an asset.

Additional Information:

Position requirements:

Experience with curriculum and knowledge of the structure of the Undergraduate MD Program (Pre-Clerkship, Electives and Clerkship). A strong understanding of and familiarity with, the electives department, UGME capacity planning, and the development of student assessment strategies and tools for implementation. Experience with digital assessment platforms (i.e. Examsoft), troubleshooting, entering assessments and releasing results. Advanced knowledge of database platforms (i.e. Airtable, Excel) Experience working with a variety of constituents - medical students, staff, placement contacts, faculty, hospital contacts, etc. Experience writing a variety of documents (i.e. reports, guides, training materials, correspondence, minutes, etc.) Experience supporting staff and faculty members in a variety of roles/responsibilities. Experience in data reporting and analysis. Exceptional interpersonal skills to deliver outstanding customer service to our students and faculty. Experience planning and coordinating a variety of educational events and activities, including experience with developing estimates of time and resources for various activities and events. (i.e. OSCE) Experience identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring work load, workflow and completion. Experience following-up on and ensuring appropriate implementation of decisions made by supervisor. Experience training new contacts/team members on internal processes and scheduling. Experience resolving complex problems within area of responsibility, consulting relevant documentation, and liaising with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues. Experience answering complex inquiries via email, and in person, that are specific in nature; experience providing policy and procedure information to others (i.e. students, faculty, internal & external partners). Strong organization skills, interpersonal and communication (oral and written) skills and sound judgement. Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands; superior attention to detail. Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team. Strong computer skills, including database and graphics applications. Proficiency in Word, Excel, Adobe in Design, Adobe Photoshop, Access, Visio, PowerPoint. Experience collecting, verifying, and inputting data into a variety of databases (i.e. Mosaic, MedSIS, MedPortal, Examsoft etc.). Experience updating content on sitefinity.

This position may require you to travel and to 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.


We thank all who apply; however, only those selected for an interview will be contacted.

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.