Administrative Coordinator

McMaster University; Hamilton; On-site; CAD 55,000 - 65,000; Full time

Job summary

McMaster University in Hamilton, Ontario seeks an Administrative Coordinator in Financial Affairs to support senior leaders, coordinate strategic initiatives and help drive university-wide projects from ideas to reality. This role emphasizes relationship building, problem solving and organizing complex initiatives across departments.

You will manage calendars, handle governance logistics, prepare materials, support events and assist with procurement and HR administration, ensuring timely

Responsibilities

• Provide comprehensive administrative support to designated Financial Affairs leaders and their teams, including calendar management and travel arrangements.
• Coordinate meetings, governance activities, and prepare and distribute materials and records.
• Support project coordination for Financial Affairs initiatives, maintaining schedules and documentation.
• Draft, format and distribute reports, presentations and correspondence; monitor inquiries and follow up.
• Organize events and department communications, ensuring accuracy and alignment with priorities.
• Maintain confidential records and support HR admin processes and procurement activities.

Job description

Looking for an opportunity that goes beyond traditional administrative support? As an Administrative Coordinator in Financial Affairs, you'll play a key role supporting senior leadership, coordinating strategic initiatives, and contributing to projects that have an impact across the University. This is an exciting opportunity for someone who enjoys building relationships, solving problems, and helping complex initiatives move from ideas to reality.

Department Description:

Financial Affairs provides strategic financial leadership, stewardship and operational support to the University through financial planning, treasury and investment management, accounting and financial reporting, budgeting, procurement, financial systems, financial operations, governance, regulatory compliance and continuous improvement initiatives. Financial Affairs supports the University's financial sustainability and stewardship through effective financial strategies, policies, controls, systems and services. The portfolio includes the Office of the AVP & Chief Financial Officer, Treasury & Investments, the Controller portfolio and other Financial Affairs functions and strategic initiatives.

Job Summary:

The Administrative Coordinator provides comprehensive administrative, operational and project coordination support to designated Financial Affairs leaders and their respective functional portfolios. The position is responsible for coordinating a broad range of administrative activities, including executive support, calendar management, meeting and governance coordination, communications, event planning, financial and human resources administration, records management and office operations. The Administrative Coordinator also supports the implementation of Financial Affairs initiatives and projects by coordinating meetings, maintaining project documentation, monitoring activities and timelines, tracking deliverables, preparing materials and reports, and supporting project-related communications and implementation activities.

Accountabilities:

1. Administrative Support to Designated Financial Affairs Leaders

• Provide comprehensive administrative support to designated Financial Affairs leaders and their teams.
• Manage complex calendars, schedules and meeting requests, ensuring effective coordination of competing priorities.
• Monitor action items, commitments, deliverables and deadlines; coordinate follow-up activities and facilitate completion of outstanding requirements.
• Resolve routine administrative and operational issues within the scope of the role and identify matters requiring escalation.
• Coordinate travel arrangements, conferences, expense claims and related administrative activities.
• Draft, format, edit and distribute correspondence, reports, presentations and other documentation.
• Monitor and respond to inquiries, redirect matters as appropriate and ensure timely follow-up on requests.
• Maintain confidential records and information and exercise discretion when handling sensitive matters.
• Coordinate financial and human resources administrative processes, including procurement, invoice processing, recruitment coordination, onboarding activities and employee records administration.
• Coordinate and prioritize administrative requirements associated with recurring departmental, operational, planning, reporting or compliance activities, including schedules, documentation, approvals and follow-up.
• Manage office operations and administrative procedures, evaluating existing processes and recommending improvements to enhance service delivery, operational efficiency and consistency across Financial Affairs.

2. Meeting, Governance and Office Coordination

• Coordinate meetings, committees, working groups and governance activities, including scheduling, agenda preparation, circulation of materials and follow-up activities.
• Prepare and distribute meeting documentation and maintain related records.
• Record, distribute and track meeting decisions, action items and deliverables.
• Maintain governance and operational calendars, monitor reporting deadlines and facilitate required submissions, approvals and follow-up activities. Coordinate logistics for meetings, workshops, retreats, learning sessions and special events.
• Support compliance with administrative and governance procedures by ensuring accurate documentation and timely completion of required processes.
• Coordinate records, information and document-management practices to support accessibility, accuracy, confidentiality and compliance.

3. Project and Strategic Initiative Support

• Provide project coordination support for Financial Affairs initiatives and implementation activities.
• Coordinate project meetings and implementation activities, including preparation of materials, training coordination, logistical support and maintenance of project documentation. Maintain project schedules, action logs, timelines and tracking tools.
• Monitor project activities and follow up with project participants regarding assigned tasks and deliverables.
• Compile, organize and distribute project information, reports and status updates.
• Draft, edit, format and distribute project communications, engagement materials, reports, presentations and implementation documentation.
• Research, collect, analyze and summarize information from multiple sources to support project planning, operational reviews, process improvements and decision-making activities
• Maintain accurate project records and ensure documents are appropriately stored and accessible.

4. Communications, Events and Departmental Coordination

• Coordinate departmental communications and distribution of information to project participants and partners.
• Draft and coordinate communications, presentations, reports and information materials, ensuring accuracy, consistency and alignment with departmental priorities and communication objectives.
• Coordinate Financial Affairs events and activities, including, but not limited to, event logistics, registrations, and drafting and sending communications.
• Provide administrative and project support to initiatives that promote collaboration, engagement and service excellence across Financial Affairs, which includes booking spaces, drafting agendas, liaising with guests/speakers, as well as soliciting feedback following the initiatives to determine areas for improvement.
• Maintain mailing lists, distribution groups and communication records.

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.