Job Description

Regular/Temporary

Temporary

Job Title

Administrative Assistant (III) - Indigenous Health Learning Lodge

Job ID

72444

Location

Central Campus

Open Date

10/21/2025

Job Type

Continuing

Close Date

11/03/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Educ ISHS

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Hours per Week

35

Posting Details

Schedule

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


Start Date: ASAP

Education Level

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

Career Level

Experienced

Administrative Assistant (III)

JD 0643

Unit/Project Description:

The Indigenous Health Learning Lodge (IHLL) at McMaster University is currently welcoming applications for a full-timeAdministrative Assistant (III) to join our team and support as an administrative professional.


This position supports IHLL andthe Faculty of Health Sciences (FHS) in creating a learning environment that is culturally safe and enables sustainable systems change in all aspects of Indigenous health and well-being. Development started after 2015's Truth and Reconciliation Commission of Canada's Report on Indigenous health inequity commenced. Full operations began in April 2017 at McMaster University, alongside the Indigenous Health Initiative (IHI) being established.


The Administrative Assistant (III) plays a vital role in the operations of the IHLL, which provides services and programming for Indigenous learners in the Faculty of Health Sciences. The Administrative Assistant (III) provides day-to-day support for student activities and acts as first point of contact for IHLL visitors. They will collaborate with the IHLL team to support with a variety of events and meetings.


Reporting to the Associate Director, Indigenous Health Learning Lodge, the Administrative Assistant (III) will provide a full-range of administrative support to the IHLL team, as well as faculty, staff, and students connected to the IHLL.

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:

Previous experience working in a university environment is an asset. Previous experience working with Indigenous communities is an asset.

Additional Information:

Position requirements:

Operates within the principles of cultural safety; and is knowledgeable of Indigenous Peoples cultures Establish priorities for general office operations Write a variety of documents (i.e. correspondence, procedure manuals, reports, etc.) and formal notes and records (i.e. meeting minutes) Coordinate the calendar of supervisor and resolving scheduling conflicts Plan and coordinate a variety of events, conferences, seminars, and workshops (both in person and using web conferencing programs such as Zoom, Microsoft Teams, WebEx) Respond independently to inquiries and providing policy and procedure information to others Monitor budgets and reconciling accounts and completing financial forms, which includes applying standard mathematical skills such as calculations, formulas, and equations to perform calculations Collect and verify and input data into a variety of spreadsheets and databases (i.e. Mosaic) Experience gathering the paperwork required to facilitate hiring and payment processing Experience updating and maintaining information on websites and social networks Proficiency with the following computer and database applications: Word, Excel, PowerPoint, Access, Mosaic, and Adobe

In accordance with McMaster's Indigenous Ancestry Verification Guidelines, candidates from this designated group are invited to self-identify in their cover letter, as part of the application process.


We thank you for your application. Please note that only those candidates 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.