Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Ranked as one of the world’s Top 100 universities, McMaster University is devoted to the cultivation of human potential, realized through our innovative educational programs, cutting-edge research, and the diverse students, faculty, staff, and alumni who make up the McMaster family. Dedicated to creating a Brighter World, we recognize that our people are our most valuable resource.

The Faculty of Health Sciences (FHS), the largest Faculty within McMaster, has an unwavering commitment to collaboration, strategic partnerships, accountability, innovation, excellence, integrity, and optimism. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster among the Top 40 universities in the world for health and medicine. The Faculty enjoys close relationships with its academic hospital partners, as well as strong collaborations with researchers in Canada and around the world.

The Undergraduate Medical Education (UGME) Program is a three-year, multi-campus program within the Faculty of Health Sciences’ Education Services Department. The curriculum focuses on the mastery of fundamental concepts in Medicine and continues the McMaster tradition of problem-based learning.

The Administrative Assistant (III) will provide program and curriculum support for UGME at McMaster University in the Hamilton campus. The incumbent will play a key role in planning, supporting, scheduling, event management, meeting organization, minute taking, preparing student schedules, program materials, data entry, report generation and budgeting - primarily within curriculum planning, development, and delivery.

Working closely with the Program Coordinator (Curriculum), the Administrative Assistant will ensure the efficient organization, delivery and record keeping of the UGME program curriculum (clerkship) across three campuses. The primary focus for the foreseeable future will be on the clerkship activity. The Administrative Assistant will work closely with the Program Coordinator (Curriculum) and other Administrative Assistants within the Curriculum team and the UGME staff, faculty, and students, while reporting to the UGME Manager, Curriculum.

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 make 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:

• Able to work independently and as a part of a team.
• Empathetic customer service attitude; sensitivity to student, staff and faculty needs.
• Position may require you to travel and to work outside of your regular work schedule including evenings, early mornings and weekends.
• Access to reliable home internet service to facilitate our current work from home environment and possible hybrid work model in future.
• Experience assisting with the training and work of others, identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring workload, workflow and completion.
• Experience writing a variety of documents (i.e. reports, guides, training materials, correspondence, minutes, etc.).
• Experience using Office 365 tools, Google Suite tools, Adobe in Design, Visio etc.
• Experience collecting, verifying, and inputting data into a variety of spreadsheets and databases (i.e. MOSAIC, MedSIS, MedPortal, ExamSoft, etc.).
• Experience supporting staff and faculty members in a variety of roles/responsibilities - directors, chairs, planners, teachers, facilitators, committees, groups.
• Effectively communicating with staff and faculty to ensure standards are being met across all rotations.
• Experience planning and coordinating a variety of education events and activities and includes experience developing estimates of time and resources for various activities and events.
• Experience scheduling and ensuring the delivery of curriculum components and learning events; assessing their implementation and identifying improvements needed and possible solutions/approaches.
• Experience documenting and outlining program processes for use by faculty and staff.
• Experience identifying and analyzing problems, preparing recommendations for review and approval, investigating questions and resolving problems; proposing improvements to processes, monitoring workload, workflow and completion of tasks.
• Experience following-up on and ensuring appropriate implementation of decisions made by supervisor.
• Experience resolving complex problems within area of responsibility, consulting relevant documentation, and liaising with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Experience answering complex inquiries via telephone, email, and in person that are specific in nature and includes experience providing policy and procedure information to others (i.e. students, faculty, internal & external partners).
• Experience handling a diverse workload in a very busy environment, effectively balancing shifting and competing priorities and demands.
• Proven experience meeting multiple and simultaneous deadlines.
• Advanced organizational skills, superior interpersonal and communication (oral and written) skills, and sound judgement.
• Understanding of the policies and procedures of the University and knowledge of MD programs.

To apply for this job, please submit your application online.

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 the following to communicate accommodation needs.

• Human Resources Service Centreat 905-525-9140 ext. 222-HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

The University is committed to providing and maintaining healthy and safe working and learning environments for all employees, students, volunteers and visitors. The University’s Vaccination Policy-COVID-19 Requirements for Employees and Students (the “Vaccination Policy”), requires all McMaster community members, including employees, accessing a McMaster campus or facility in person to be fully vaccinated or to have received an exemption from the University for a valid human rights ground. While the Vaccination Policy is currently paused, it may resume quickly and on short notice, as informed by public health advice and direction. Should it become necessary in future to resume the Policy, all community members will need to demonstrate compliance at that time. Successful applicants in those positions that work in host hospitals or other healthcare sites that have active vaccination mandates in place will need to comply with these and any other health and safety measures necessary as part of their appointment. The University will continue to follow the guidance of public health organizations to define fully vaccinated status.

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.