Administrative Assistant, Academic (III)

McMaster University; Canada; On-site; CAD 30,000 - 60,000; Full time

Job summary

A leading Canadian educational institution is hiring an Administrative Assistant, Academic (III) to provide comprehensive support for academic programs. This role involves coordinating events, managing budgets, and supporting undergraduate program admissions. The ideal candidate will have a Community College diploma in Office Administration and relevant experience, demonstrating proficiency in administrative skills and software. A commitment to equity and inclusion is essential in this dynamic work environment.

Qualifications

• Requires 3 years of relevant experience.
• Experience providing administrative support for an undergraduate program.
• Proficient in using social media for professional purposes.

Responsibilities

• Provide administrative support for an academic program.
• Coordinate a variety of academic program events.
• Monitor graduate program budget and financial projections.

Skills

Microsoft Office

Google Suite

Zoom

Teams

Cultural sensitivity

Education

2 year Community College diploma in Office Administration or related field

Tools

Excel

PowerPoint

Avenue2Learn (Brightspace)

Job description

Job Title

Administrative Assistant, Academic (III)

Location

HSC- Central Campus

Salary

$22.94 - $36.83 hourly

Schedule

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

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 admissions.
• 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.

Requirements

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

Additional Information

• Experience providing support for an undergraduate program.
• Experience reviewing and processing applications for admissions.
• Experience compiling and distributing application and admission files for review by the Admissions Committee.
• Experience compiling course information and updating course calendar information.
• Experience reviewing and processing applications for internal and external scholarship competitions and program admission.
• Experience acting as a liaison between students and the various individuals and offices within and external to the department.
• Experience delivering a variety of academic program or department presentations.
• Experience collecting and summarizing information, and developing recommendations for final approval and implementation.
• Experience writing a variety of documents such as correspondence, reports, and meeting minutes.
• Experience compiling the paperwork required to facilitate hiring and payment processes.
• Experience inputting financial and employee information required to process pay.
• Experience monitoring budgets, reconciling accounts and completing financial forms.
• Experience coordinating and organizing regularly recurring education and program events.
• Experience hosting and providing support for education and program MS Team and Zoom meetings, and includes experience troubleshooting and resolving problems.
• Experience updating and maintaining information and content on websites and social networks.
• Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team.
• Demonstrated expertise in cultural sensitivity and awareness of equity and diversity issues.
• Experience editing and updating content on websites.
• Experience responding to inquiries about the Program (general program policies and procedures, admissions, and curriculum) to students, faculty, staff and community partners.
• Experience providing administrative support to supervisors, community partners.
• Experience organizing events, workshops, retreats.
• Experience managing event registrations.
• Experience providing clerical support to faculty (i.e. editing/formatting exams and course material, printing course material/exams, booking exam sites, creating course shells and uploading course material on A2L, creating online exams on A2L, ordering teaching supplies etc.).
• Experience formatting, word processing, editing, and proofreading a variety of educational documents and materials.
• Experience setting up course shells on Avenue2Learn (Brightspace), which includes requesting course shells, formatting course shells, uploading course content, setting up discussion groups, setting up tutorial groups, and creating online exams.
• Experience creating teaching sessional contracts.
• Working knowledge and experience attending recruitment events (i.e OUF).
• Experience organizing and coordinating orientation week events.
• Proven experience monitoring budgets, reconciling accounts, processing payments, processing payroll and reporting time.
• Proficiency and experience with the following software: Microsoft Office, Google Suite.
• Proficiency in using Zoom, Teams, Webex.
• Experience collecting, verifying, and updating various spreadsheets and databases (Mosaic/PeopleSoft, Avenue2Learn (A2L), MedSIS, MacBuy, Sitefinity, Adobo Acrobat Pro, MacDrive, MacFacts/FHS-DB, Microsoft Access, Excel spreadsheets).
• Experience using iModules (i.e. creating online newsletters, setting up registration pages).
• Experience writing short stories, news items for program newsletters.
• Experience using social media (i.e. twitter, facebook, instagram).
• Experience using MacFacts/FHS-DB (i.e. entering faculty/guest speaker time contributions).
• Experience making updates to websites.
• Proficiency with database applications and extensive knowledge in Word, Excel and PowerPoint applications.
• Experience ordering supplies online.

Application Information

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, 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.

Accommodation

• 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.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

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 [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.