FHS Psychiatry - Administrative Assistant (Recruitment, Tenure & Promotion)

McMaster University; Hamilton; Hybrid; CAD 37,000 - 45,000; Full time

Job summary

McMaster University is seeking an Administrative Assistant for the Psychiatry & Behavioural Neurosciences department to coordinate recruitment, tenure and promotion activities. You will support the Director of Administration and Chair with confidential information handling and policy compliance.

This role features a hybrid schedule with in-office weeks and requires strong organizational and communication skills, a community college diploma in Office Administration, and several years of relevant

Qualifications

• 2 years Community College diploma in Office Administration or related field.
• Requires 3 years of relevant experience.
• Excellent interpersonal and organizational skills.

Responsibilities

• Coordinate recruitment, tenure and promotion processes for faculty.
• Provide comprehensive administrative support to the Department.
• Greet visitors, answer inquiries, and manage calendars and meetings.
• Prepare reports, agendas, minutes and ensure policy compliance.

Skills

Interpersonal skills

Relationship building

Prioritization

Education

Community college diploma in Office Administration

Job description

FHS Psychiatry - Administrative Assistant (Recruitment, Tenure & Promotion)

Regular/Temporary

Regular

Location

St. Joseph's Hospital

Open Date

2026/10/01

Job Type

Limited Term (>12 months)

Close Date

2026/10/08

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0601

Existing Vacancy

Yes - Backfilling as Existing

Contract Duration

24.5 Months

Target Number of Openings

1

Schedule

Monday - Friday 8:30 am - 4:30 pm

Hybrid schedule (Mon, Wed in-office)

Located at 100 West 5th - St Joseph's Hospital

Education Level Community college diploma

Career Level 3 years of relevant experience

Expected Start October 2026

Vacancy Yes, backfilling vacant position

Hiring Salary $26.99 - $32.74

Job Description

Department Description:

McMaster University is ranked among the top 100 public universities globally. As the home to over 70 research institutes and more than 37, 250 students, we pride ourselves as a hub for innovation, discovery and growth.

Join the Department of Psychiatry & Behavioural Neurosciences at McMaster University. Over the past 60 years the department has stayed at the forefront of innovation, collegial scholarship and academic excellence. Work across the department focuses on innovative research, compassionate care, and comprehensive education for individuals, families and communities.

The successful candidate provides comprehensive faculty relations and administrative support to the Department. Reporting into the Director of Administration and support the Chair, Psychiatry & Behavioural Neurosciences, the successful candidate will coordinate faculty recruitment, appointments, reappointments, tenure and promotion processes for both full-time and part-time faculty members while ensuring compliance with university policies, collective agreements and established procedures.

The incumbent serves as a primary resource for faculty members, department leadership and administrative stakeholders regarding faculty relations process, providing guidance and support throughout the faculty life cycle.

Job Summary :

Responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty and performing a full range of administrative duties for a Faculty or School. Serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures. Carries out a variety of administrative tasks requiring considerable discretion and the communication of confidential information.

Purpose and Key Functions:

• Coordinate the submission of information and documentation required to initiate and conclude various recruitment, tenure and promotion processes.
• Review candidate documentation and prepare recommendations for review by others.
• Plan, coordinate, and schedule interviews and arrange travel and hotel accommodations for candidates.
• Adhere to University guidelines and policies when compiling information required for the recruitment, reappointment, or promotion of faculty.
• Gather, compile, and review candidate documents and follow up, as needed, with candidates for more information.
• Gather, compile, and summarize information from a variety of sources such as candidate reviews.
• 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 departmental policies and procedures.
• Plan and coordinate a variety of events and activities.
• Coordinate the calendars of others, arrange meetings, room bookings, travel arrangements and conference registrations.
• Identify and resolve scheduling conflicts that arise.
• Write and edit a variety of documents such as correspondence, agendas, and meeting minutes.
• Identify and recommend changes to established administrative processes.
• Implement changes to established procedures and processes.
• Facilitate the collection of signatures required for a variety of documents.
• Gather, compile, and summarize information from a variety of sources and documents and prepare reports for review by others.
• Generate a variety of ad-hoc reports and analyze and summarize data for review by others.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Verify, update, and maintain information in a variety of databases and spreadsheets.
• Provide policy and process information to others.
• Set up and maintain filing systems, both electronic and hard copy.
• Attend and participate in meetings.
• Maintain and safeguard the confidentiality of information.

Requirements:

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

Assets:

• Familiarity with the faculty life cycle within McMaster
• Excellent interpersonal skills and relationship building
• Ability to prioritize and deliver with limited direction

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.