ADMINISTRATIVE ASSISTANT (II)

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

Benefits offered by this job

Extended health benefits

Dental benefits

Emergency travel coverage

Basic life insurance

Group retirement savings plan

Tuition assistance

Professional development opportunities

Job summary

St. Joseph’s Healthcare Hamilton is seeking a full-time Administrative Assistant II in the Department of Pediatrics.

You will provide secretarial and administrative support, manage calendars, prepare minutes, and assist with financial and research-related tasks in a fast-paced academic medical environment. The role requires a two-year college diploma in Office Administration and three years of relevant experience.

Qualifications

• Two year Community College diploma in Office Administration or related field.
• Requires three years of relevant experience.

Responsibilities

• Coordinate the calendar of supervisor and others and resolve scheduling conflicts.
• Greet visitors and respond to inquiries in person, by phone, and via email.
• Prepare and edit documents, minutes, and correspondence.
• Assist with budgeting, travel expenses, PO processing, and journal entries.
• Maintain filing systems and confidential records in accordance with policies.

Skills

Calendar management

Meeting minutes

Office administration

Data entry

Communication

Education

Two-year college diploma in Office Administration

Tools

Microsoft Office

Outlook

SharePoint

EPIC

Job description

Schedule Monday-Friday 8:30am- 4:30pm, Hybrid (2-3 days onsite weekly)

Education Level College Diploma

Career Level Experienced (non manager)

Start Date November 2, 2026

Job Description

JD #:

JD00091

Pay Grade:

5

Title:

Unit/Project Description:

The Department of Pediatrics and St. Joseph’s Healthcare Hamilton are currently welcoming applications for a full-time Administrative Assistant (II).

This is an excellent opportunity for organized, motivated and detail-oriented individuals to join us in an important role. An Administrative Assistant is

required to provide secretarial and administrative support at the St. Joseph’s Healthcare of Hamilton.The successful incumbent will coordinate support

needed, along with other staff to administer general office, accounting and program procedures within a fast-paced, academic medical setting. In this role,

you will support both clinical and academic activities, including liaising daily with families, the clinic and multi-disciplinary teams, along with various learners

and research staff.You will provide direct support to multiple clinical faculty, including calendar management, meetings - minutes, RMA/OHIP billing;

clinic/learners schedule, research activities such as grant and REB applications, and any financial aspects including processing expenses.

This position will also have some responsibility for liaising with the clinic and allied health care team members. You will be responsible for maintenance

of the various activity tracking databases required (CV’s, education hours, merit spreadsheet etc.).

About Us

St. Joseph’s Healthcare Hamilton (SJHH) is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all our programs, practices,

facilities, and people. We foster a culture of patient and staff safety where all positions comply and work in conjunction with the Mission, Vision, and Core

Values of SJHH. This is done by working with our generous community to support excellence in patient care, research, and education that we are honored

to serve. Our administrators are valued team members and are critical of the success and impact of our work.

We invite you to find out more about us here:

What We Offer:

• Employer Paid benefits such as Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance.
• Participation in a Group Retirement Savings Plan.
• Training, coaching and professional development opportunities
• Employee tuition assistance for continuous development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning

Progressive paid annual vacation plan

Job Summary:

Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

Key Purpose & Functions:

• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• 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.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Monitor budgets and reconcile accounts. 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:

• Two year Community College diploma in Office Administration or related field.
• Requires three years of relevant experience.

Assets:

• Attendance at the occasional before and after-hours meetings may be a requirement of this position.
• Medical terminology would be considered an asset.
• Experience with OHIP billing would be considered an asset

We welcome candidates who are inspired by our MVV framework and who will strive to uphold our values everyday

Additional Information:

Knowledge and Experience with:

• Experience working in a child and youth medical environment
• Relevant experience and knowledge within a clinical academic environment
• Robust self-care skills and an ability to cope emotionally with encountering the themes of palliative medicine.

Technology:

• Computer software programs – Skilled with using Microsoft Office Suite, including Office 365 and Outlook, SharePoint, WORD and EXCEL, PowerPoint; is expected.
• Virtual meeting/appointment coordination, using ZOOM and Microsoft TEAMS
• Experience with supporting various data tracking/collection tools including web-based platforms such as CVs (Curriculum Vitaes)
• Hospital EMR systems (EPIC), Quanum

Finance:

• Relevant experience with financial processes including within multiple institutions such as