Senior Education Program Associate - JD00991

Mcmaster-University; Hamilton; On-site; CAD 37,000 - 52,000; Full time

Benefits offered by this job

Hybrid work schedule

Job summary

McMaster University is seeking a Senior Education Program Associate to support education and academic programs within the Department of Medicine. You will coordinate administrative processes, support trainee recruitment and onboarding, and manage communications among program stakeholders to ensure successful program delivery.

The role requires a 2-year college diploma in Office Administration and 4 years of relevant experience, along with strong Excel, Medportal, MedSIS, Mosaic, and MS Office

Qualifications

• Two-year Community College diploma in Office Administration or related field.
• Requires 4 years of relevant experience.
• Strong computer skills and attention to detail.

Responsibilities

• Coordinate administrative processes for education programs.
• Support trainee recruitment and onboarding.
• Organize events and activities and manage communications among stakeholders.
• Prepare budgets, reports, and documentation.
• Maintain and update records and databases.

Skills

Attention to detail

Organizational skills

Communication

Education

Office Administration diploma

Experience in healthcare admin

Tools

Medportal

MedSIS

Mosaic

Microsoft Office

Job description

Senior Education Program Associate - JD00991

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/10/30

Job Type

Continuing

Close Date

2026/11/05

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

JD0991

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

1

35

Job Description Number

JD00991

Pay Grade

6

Job Title

Senior Education Program Associate

Schedule

35 hours per week, 7 hours per day
8:30 AM to 4:30 PM

Existing Vacancy?

Yes

2 years Community College diploma in Office Administration or related field of study.

Requires 4 years of relevant experience

Expected Fill Date

ASAP

Employment Type

This role falls within the Unifor Local 5555 Unit 1 Bargaining Unit

Job Description

The Department of Medicine is seeking an organized and detail-oriented Senior Education Program Associate to support a range of education and academic programs within the department. The successful candidate will be accountable for coordinating administrative processes and operational activities. Responsibilities may include processing applications, supporting trainee recruitment and onboarding, coordinating program activities and events, communications between program stakeholders, reporting, and other duties related to the successful delivery of educational programs.

Job Summary

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events.
• Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls and notify appropriate personnel.
• 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

2-year Community College diploma in Office Administration or related field of study.

Requires 4 years of relevant experience

Strong Assets:

Excellent computer skills, competency, and knowledge of Medportal, MedSIS, Mosaic, and Microsoft Office Suite.

Strong attention to detail, particularly for accurate data entry and record management

Provide administrative support to committees and faculty, including preparing agendas, taking minutes, and coordinating events

Support internal medicine and subspecialty selective students throughout their placements

Demonstrated organizational skills, with proficiency in Microsoft Excel and Google Sheets

Accurate and timely data entry within MedSIS, with a strong focus on data integrity

Maintain and update FHS-DB records throughout the academic year

Respond promptly and professionally to email inquiries

Consistently meet deadlines in a fast-paced, multi-stakeholder environment

Additional Information

Please note that participation in occasional before and after-hours events and meetings may be required as well as occasional travel to other sites.

Hybrid, schedule to be determined with supervisor. This is a 35-hr/week position.

Pay Transparency Statement

The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.

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:

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.