Administrative Assistant I - Full-Time (Temporary)

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. 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.

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. 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.

Exercise appropriate controls, monitor, and reconcile accounts.

Establish priorities for general office operations.

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.

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.

Collect, verify, and input data into a variety of spreadsheets and databases.

Update and maintain information on websites and social networks.

Format, word process, edit, and proofread a variety of documents and materials.

Monitor and order office supplies.

Source and obtain pricing information for office supplies and equipment.

Handle sensitive material in accordance with established policies.

Assemble, copy, collate, and disseminate a variety of documents and materials.

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

Assets: For Department use only.

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

Faculty, Residents, Staff, and Students as well as external agencies, e.g. Proven excellence in project management skills (leading, planning, coordinating, and completing recurring events and projects).

Proven experience with University Policies and Procedures and providing informed guidance to Faculty, Staff, and Residents.

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

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.

Faculty of Health Sciences HR Office at ext. School of Graduate Studies at ext. 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.