Academic Admin Assistant - Graduate

McMaster University; Hamilton; On-site; CAD 50,000 - 70,000; Full time

Job summary

McMaster University is seeking an experienced Administrative Assistant to support the Chemistry Graduate Program (60 MSc/PhD students). The role involves coordinating recruitment, onboarding, seminars, and funding processes while tracking budgets and ensuring policy compliance.

You will liaise with faculty, students, and external offices, manage multiple projects, and provide timely reports and communications. A proactive, customer-service mindset is essential.

Qualifications

• 2 year Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience.
• Experience with Mosaic and Slate.
• Familiarity with academic policies and procedures.
• Experience working in an academic environment or with an academic program.
• Experience tracking milestones and program requirements for in-course graduate students and proactively identifying gaps.
• Strong computer skills with Office 365 applications, social media platforms, and WordPress-based applications.
• Ability to manage budgets, perform routine calculations, and forecasting, and handle financial records.
• Excellent written and verbal communication, with clarity and conciseness, to explain complex issues and build relationships.
• Sound judgment and diplomacy in maintaining confidentiality and handling sensitive matters.
• Proactive, resourceful self-starter who works well independently and as part of a team.

Responsibilities

• Provide administrative support for the Chemistry Graduate Program and related activities.
• Plan and coordinate events, seminars, workshops, and conferences.
• Monitor the graduate program budget and forecast financial gains and shortfalls.
• Coordinate admissions, funding, and student records for graduate students.
• Serve as liaison between students, faculty, and offices inside and outside the department.
• Maintain confidential student files and ensure compliance with policies.

Skills

Customer service

Time management

Communication

Independent work

Education

2 year Community College diploma in Office Administration or related field

Tools

Mosaic

Slate

Job description

About the Department:: The Department of Chemistry & Chemical Biology is a dynamicgroup of staff, postdoctoral fellows, students, and 30 full-time faculty members who conductleading-edge research and top-tier training of undergraduate and graduate students in all areas of chemistry. We boast world-class facilities and instrumentation and maintain rich collaborative relationships with many departments across campus and with various McMaster research institutes and core facilities including the McMaster Nuclear Reactor, the Biointerfaces Institute, the Institute for Infectious Diseases Research, and Brockhouse Institute for Materials Research. Join us and spark your imagination!

About the role: We are seeking an experienced administrative assistant to support our Chemistry Graduate Program comprised of approximately 60 MSc and PhD students. This individualwill be expected to work under general direction within a clear framework of accountability, and exercise substantial personal responsibility to deliver results. This position is available as a result of an internal career growth opportunity, and depending on the outcome, there may be an opportunity for the role to be extended.

The portfolio includes supporting student recruitment and onboarding, monitoring in-course students proactively, and special projects related to organizing seminar events and making recommendations on graduate funding.The successful candidate will serve as a key resource for graduate students, faculty, and prospective applicants within the Chemistry Graduate Program, while also providing backup support and administrative coverage for the Chemical Biology Graduate Program as required.

We are looking for a resourceful and self-directed individual with a positive approach to customer service, capable of working independently and as part of a team. The ideal candidate will be able to adapt to changing priorities and handle multiple tasks efficiently. Strong follow-up skills and attention to detail are essential for managing tasks and ensuring completion within established timelines. Experience in coordinating and overseeing multiple projects simultaneously along with the ability to prioritize tasks and responsibilities effectively are a must-have for this role.This role requires critical thinking skills, including the ability to pull information from multiple sources to make informed decisions and complete tasks effectively.

Job Summary

Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

Purpose and Key Functions

• Identify and analyze problems with the program and prepare recommendations for review and approval.
• Investigate questions and resolve problems concerning program, curricula, and admission.
• Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
• Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
• Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
• Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Deliver a variety of academic program or department presentations.
• Review and process applications for internal and external scholarship competitions and program admission.
• Compile and distribute application and admission files for review by the Admissions Committee.
• Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
• Provide updates to applicants about the status of their application.
• Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
• Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
• Compile course information and update course calendar information.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• 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.
• Provide program and admissions information to potential applicants, students and faculty.
• Act as a liaison between students and the various individuals and offices within and external to the department.
• Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
• Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
• Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
• Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Input financial and employee information required to process pay
• Write a variety of documents such as correspondence, reports, and meeting minutes.
• Format, word process, edit, and proofread a variety of documents and materials.
• Gather and compile data and documentation for a variety of reports, memos, and program activities.
• Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Coordinate the calendar of supervisor and resolve scheduling conflicts.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• 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.
• Maintain the confidentiality of student files and documents.

Supervision

• Ensure adherence to quality standards and procedures for short-term staff.

Requirements

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

Assets

• Familiarity with academic policies and procedures
• Experience working in an academic environment or with an academic program
• Experience tracking milestones and program requirements for in-course graduate students and proactively identifying gaps
• Experience with Mosaic and Slate

Additional Information

• Strong computer skills required, with proficiency in Office 365 applications (Excel, Outlook, Word, PowerPoint, SharePoint, Forms, etc.), social media platforms (LinkedIn, Instagram, etc.), and WordPress-based applications.
• This role requires:
  • extensive experience in database management, ad-hoc reporting, and data analysis, with a high level of accuracy and attention to detail.
  • financial acumen to manage budgets, perform routine calculations and forecasting, and handle financial records including account reconciliation and reimbursement processing.
  • advanced written and verbal communication skills, with clarity and conciseness, to explain complex issues and build relationships with students, faculty, staff, and external parties — including drafting communications.
  • sound judgment and diplomacy in maintaining confidentiality and handling sensitive matters with a diverse range of people.
  • strong independent problem-solving skills, with the ability to triage urgent issues and manage competing priorities under pressure.
• We are looking for a proactive, resourceful self-starter who works well independently and as part of a team, with a commitment to process improvement.
• The successful candidate will be highly organized with excellent time-management skills, able to autonomously manage multiple tasks and deadlines while maintaining accuracy and strong customer service. You may be interested in this role if you take pride in helping students navigate their graduate program journey, and enjoy the administrative side of effectively coordinatingan academic program!

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, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

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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

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AI Statement

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