Academic & Clinical Admin Asst

McMaster University; Hamilton; On-site; CAD 52,000 - 68,000; Full time

Job summary

McMaster University is seeking an experienced administrative professional to support the Child, Youth & Adolescent Division within Psychiatry & Behavioural Neurosciences. The role involves coordinating calendars, meetings, documents and communications to support clinical, educational and research activities.

We require a 2-year post-secondary credential in Office Administration and at least 3 years of relevant experience.

Qualifications

• A 2 year post-secondary program at a community college (or formal apprenticeship) in Office Administration or related field.

Responsibilities

• Organizes and performs a broad range of administrative duties coordinating schedules, meetings and records.
• Maintains confidential files and manages information for clinical, academic and program operations.
• Supports budgets, financial transactions and procurement following institutional policies.

Education

2-year post-secondary office administration

Job description

In person – Monday to Friday (Flexible / Negotiable)

Education Level 2-year post-secondary office administration

Anticipated Start Date November 2026

Employment Type Unifor Unit 1 (Limited Term Appointment)

Job Description

Unit/Project Description:

At McMaster University, we strive to attract, develop and retain talented faculty and staff while fostering an environment of inclusive excellence that values the strengths, perspectives and contributions of every individual. Ranked among the Top 70 Universities in the World and recognized as Canada’s Most Research-Intensive University, McMaster is also consistently named one of the top employers in the Hamilton-Niagara region and one of Canada’s leading diversity employers.

The Faculty of Health Sciences (FHS), McMaster’s largest faculty, is unique among Canadian universities in bringing together schools of medicine (including two regional campuses), nursing, rehabilitation science, midwifery, physician assistant education, the Bachelor of Health Sciences program, and postgraduate health sciences education within a single faculty. Through innovative approaches to education and a reputation for world-class research, McMaster and FHS are consistently ranked among the world’s leading institutions for health and medicine.

Those who join FHS become part of a vibrant community of more than 5,400 talented individuals united by a commitment to interprofessional collaboration, community engagement, accountability, innovation, excellence, integrity, respect, and optimism.

The Department of Psychiatry & Behavioural Neurosciences is proud to contribute to this exceptional environment. Within the Child, Youth & Adolescent Division, we are seeking an experienced and motivated administrative professional to support a group of clinicians and their diverse responsibilities across clinical practice, leadership, research, education and academic initiatives.

We are looking for a collaborative and service-oriented team member who is passionate about delivering exceptional support, improving processes and contributing innovative ideas. The successful candidate will value strong relationships, take pride in their work and be eager to make meaningful contributions in a dynamic and purpose-driven environment.

Job Summary:

Organizes and performs a broad range of administrative and operational duties requiring a thorough understanding of departmental and organizational functions, policies, procedures and systems. Provides comprehensive administrative support to clinical, academic, and program operations by coordinating schedules, communications, meetings, records and administrative processes. Supports faculty, patients and other stakeholders by managing competing priorities, maintaining confidential information, responding to inquiries and ensuring the efficient day-to-day operation of assigned programs. Coordinates and processes financial and operational documentation while maintaining accuracy, compliance, and adherence to organizational policies and procedures. Exercises sound judgment, discretion, and initiative in resolving issues, managing workflow and supporting organizational objectives.

Purpose and Key Functions:

• Organize, coordinate and track multiple administrative activities, projects, schedules, deadlines, and key action items in support of departmental physicians/faculty and program operations.
• Coordinate and manage multiple calendars, meetings, appointments, interviews, procedures, clinics, academic activities, events; resolving scheduling conflicts and ensuring priorities are addressed in a timely manner.
• Coordinate timely coverage and schedule changes ensuring continuity of administrative and program activities.
• Provide administrative support to academic, clinical, and educational programs, including coordinating activities, monitoring action items, facilitating workflows, and following up on decisions and commitments.
• Maintain, update and monitor information within electronic databases, records management systems and other administrative systems.
• Serve as the primary liaison with internal and external stakeholders, providing information, guidance and administrative support while ensuring timely communication and effective relationship management.
• Respond independently to inquiries, concerns, and requests from faculty, staff, learners, patients, and visitors.
• Maintain current knowledge of relevant organizational procedures, administrative systems, and specialized terminology required to support assigned programs and services.
• Plan, organize, and support meetings, conferences and a variety of seminars/workshops, including preparation of materials, agendas, presentations, minutes and documents.
• Prepare, edit, proofread, and distribute a variety of correspondence, reports, educational resources, presentations, meeting records, recommendations and other administrative documents.
• Maintain and support faculty Curriculum Vitae (CV) and Canadian Curriculum Vitae (CCV) preparation, updates, verification, and submission for academic, research, funding, and career advancement activities.
• Develops best practices and standard operating procedures to align workflows.
• Support academic, research and committee needs aligned with institutional processes.
• Monitor, reconcile and report on operating and discretionary budgets; prepare forecasts; investigate discrepancies; and recommend corrective actions as required.
• Process and reconcile a variety of financial transactions and other financial activities in compliance with organizational policies and procedures.
• Verify financial transactions and supporting documentation for accuracy, compliance, and adherence to applicable institutional, legislative, and regulatory requirements.
• Provide guidance and training on administrative and financial systems, processes, policies and procedures, and support continuous improvement initiatives.
• Support onboarding and orientation activities for faculty, staff, learners and other program participants.
• Coordinate educational and learner-related administrative activities, including schedules, rotations, orientations, supervision arrangements, access requirements, evaluations, educational records and related communications.
• Maintain confidential files, records, and sensitive information in accordance with organizational policies, privacy requirements, and established records management practices.
• Maintain, organize, retrieve, archive and purge electronic and physical filing systems to support efficient operations and regulatory compliance.
• Manage a variety of communications, including website content, newsletters, email distributions, contact lists, directories, and other communication materials for both internal and external stakeholders.
• Attend and actively contribute to meetings, committees and working groups as required.
• Facilitate operational and facility-related requirements, including work orders, equipment coordination, office maintenance requests and related administrative processes.
• Monitor and maintain office supplies, equipment, and resources required to support departmental operations.
• Receive and coordinate incoming and outgoing correspondence, mail, courier shipments, electronic communications and related materials.

Supervision:

• Provides functional guidance to others on an ongoing basis.
• Ensures adherence to quality standards and procedures for short-term staff (less than 12 months) and volunteers for events and activities (may includes staffing for short-term needs).

Requirements:

• A 2 year post-secondary program at a community college (or formal apprenticeship). in Office Administration or related field.
• Requires a minimum of 3 years of relevant experience.

Assets:

• Experience within a medical administration role
• Proven success with process improvement initiatives
• Advanced knowledge of Microsoft suites; shared drives and documentation

Additional Information:

The successful candidate will:

• Have keen attention to detail and superior independent problem-solving skills
• Excel in a collaborative workplace amongst a team
• Thrive communicating between physicians and their patients/families

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+.

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:

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 [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.