Administrative Assistant, Electives Program (JD0676)

McMaster University; Hamilton; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading Canadian university in Hamilton is seeking an Administrative Assistant for the Electives Program. This role involves overseeing administrative functions, coordinating events, and providing support to medical students and faculty. Candidates should possess a diploma in Business Administration and relevant experience. Strong organizational, communication, and problem-solving skills are essential. The position offers a limited-term contract with competitive hourly compensation.

Benefits

Potential for contract extension

Supportive team environment

Qualifications

• 2-year Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience.
• Excellent oral and written communication skills.

Responsibilities

• Oversee day-to-day administrative functions for the Electives programs.
• Coordinate all aspects of the program including curriculum administration.
• Monitor student course registration and liaise with departments.

Skills

Attention to detail

Customer service

Organizational skills

Diplomacy skills

Problem-solving

Education

Diploma in Business Administration

Tools

Word

Excel

Access

PowerPoint

Outlook

Job description

Regular/Temporary

Temporary

Job Title

Administrative Assistant, Electives Program (JD0676)

Job ID

72136

Location

HSC- Central Campus

Open Date

09/30/2025

Job Type

Limited Term (>12 months)

Close Date

10/09/2025

Employee Group

Unifor Unit 1, Staff

Department

Obs & Gyn

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

14.6 Months

Hours per Week

35

Posting Details

Schedule

Mon-Fri; 8:30-4:30 / 35 hrs week

Education Level

Diploma in Business Admin

Career Level

New graduates are welcome to apply; however, preference will be given to candidates with relevant experience

Job Description

About the Faculty: McMaster University's Faculty of Health Sciences trains physicians, nurses, physiotherapists, occupational therapists, health care researchers, physician assistants and midwives to work together in teams, providing the finest patient care. Our pioneering education advances and our excellence in world‑class research has consistently placed McMaster among the top 50 universities in the world for health and medicine.

About the Department: The McMaster University Department of Obstetrics and Gynecology is a large multi‑site department with over 150 geographic full‑time, part‑time clinical and adjunct faculty located at two fully‑affiliated teaching hospitals, community teaching hospitals and other distributed education sites. We are committed to providing excellent educational programs, leading edge basic science and health‑care research and the highest quality in patient care. Our mission is education, research and effective care for women. We believe in operating in a service‑oriented and support model. We welcome applicants who possess a diverse set of skills and abilities. We want our team to reflect the full spectrum of the population we serve, and for all segments of the community to see themselves in our staff. Please let us know throughout the application and recruitment process (if applicable), how we can best accommodate you if you are differently abled.

About the Role: This role is covering a maternity leave for a full‑time temporary period with end date February 2025. There is a possibility of extension. As the Electives Coordinator supporting our Education Team, you oversee day‑to‑day administrative functions for the Obstetrics and Gynecology Undergraduate and Postgraduate Electives programs. You are the first point of contact for all inquiries from the Medical Students, Faculty, and administrative staff. You work closely with the Undergraduate and Postgraduate Program Directors to facilitate successful administrative operations of the program. The successful candidate will be motivated and enthusiastic, and will be responsible for developing, planning, and maintaining efficient operations of the Electives program. You will be responsible for coordinating all aspects of the program including curriculum administration, implementing new process guidelines, lottery administration for academic placements, planning for efficient use of resources, and financial management. We are searching for someone who is highly professional, tactful and demonstrates exceptional diplomacy skills to support effective communication with various different stakeholders involved. The successful candidate will have a demonstrated ability to independently execute an approved plan of action.

Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic programs or department events. 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.
• 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.

Assets:

• Thorough knowledge of and experience developing program budgets
• Creating financial projections and making adjustments to the program budget throughout the fiscal year, maintaining the program budget and expense reports.
• Providing faculty and staff information regarding program policies and information about program requirements.
• Providing advice and assistance to students regarding academic issues, teaching placements, orientation sessions and other related policies and procedures.
• Minimum 4 years of administrative experience in an academic department, particularly in academic education program coordination.
• The successful candidate will demonstrate exceptional attention to detail, customer service and excellent organizational skills.
• Discretion, good judgment, personal motivation, and the ability to work independently and as a team with minimal supervision in a fast paced and deadline‑oriented environment.
• Communicate and work collaboratively with various internal and external stakeholders, faculty members and students.
• Must have excellent oral and written communication skills.
• Ability to maintain composure and maintain a professional demeanor under pressure.
• Excellent problem‑solving abilities are required, as is the ability to manage competing deadlines effectively and efficiently, including the ability to reprioritize tasks to meet deadlines as conditions change.
• Proficient knowledge of Word, Excel, Access, Powerpoint, Outlook, MedSIS, Medportal, Mosaic and MacFacts Star CV.

Additional Information: The successful candidate will be working within a fast‑paced, multi‑tasking, busy office environment. The ability to make quick decisions, exercise tact, diplomacy and exceptional judgement skills are a necessity for success in this role.

Please note that we will only communicate with candidates who are chosen for a preselection test or for an interview. Please upload your Cover Letter, Resume and any other supporting documents when submitting your application online through the McMaster Careers website. Please note this is the only channel we will be accepting applications through; your application will not be considered if you apply through external job boards.

The expected start date for the role would be November 3rd, or shortly thereafter.

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, 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:

• 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.