ADMINISTRATIVE ASSISTANT (III) Programs

Job Responsibility: Regular/Temporary Regular Job Title ADMINISTRATIVE ASSISTANT (III) Programs Job ID 68479 Location HSC- Central Campus Open Date 03/31/2025 Job Type Continuing Close Date 04/06/2025 Employee Group Unifor Unit 1, Staff Favorite Job Department Medicine Salary Grade/Band Grade 6 Salary Range $21.95 - $35.24 (hourly) Hours per Week 28 Posting Details Schedule

28 hrs/week, Hybrid work schedule TBD

Education Level 2 year Community College diploma in Office Administration or related field of study. Career Level Requires 4 years of relevant experience.

JD #

JD00643

Pay Grade

6

Title:

Administrative Assistant (III)

Unit/Project Description: For Department use only.

The Department of Medicine seeks an experienced Residency Program Coordinator who will be responsible for developing, planning, and maintaining the efficient operation of Residency Education and Fellowship Training Programs. The successful candidate will provide support in all aspects of the Programs/Fellowships including implementation and resource management. Additionally, this position will be responsible for special projects such as Accreditation, New Resident Orientation, Academic Half Days and the CaRMS selection process.

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.

Assets: For Department use only.

• Excellent computer skills, competency, and knowledge of Medportal, MedSIS, Mosaic, and Microsoft Office Suite.
• Excellent written and verbal communication skills is a requirement for this position.
• Demonstrated experience communicating with internal and external partners/stakeholders (Interactions with the Department's large and diverse complement: Faculty, Residents, Staff, and Students as well as external agencies, e.g. Royal College of Physicians and Surgeons of Canada).
• Experience with the CaRMS selection process.
• Proven excellence in project management skills (leading, planning, coordinating, and completing recurring events and projects).
• Proven experience providing ongoing support to Committees, program stakeholders and groups which includes taking minutes and ensuring that action/follow-up items are dealt with in a timely and appropriate manner.
• Proven experience with University Policies and Procedures and providing informed guidance to Faculty, Staff, and Residents.

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.

The position is currently 28 hours per week with the possibility of future increased hours to full time.

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 Voir le numéro de téléphone sur ca.edajobs.com-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.

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 Voir email sur ca.edajobs.com or the HR contact associated with your position of interest.