Unit/Project Description:

For Department use only.

The Department of Surgery is seeking a talented, energetic Site Coordinator to support the Administration Team.

The successful candidate will bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department

Vision. This Vision is based on 6 core tenets:

C.R.E.A.T.E.
Tenet 1: Building A Culture that Inspires
Tenet 2: Conduct Research that Impacts
Tenet 3: Educate, to Honour our Students
Tenet 4: Advance, Personally, Professionally and Globally
Tenet 5: Transform Patient Care
Tenet 6: Unleash surgical Enterprise as a mindset.

About McMaster University

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented

faculty and staff, and to foster inclusive excellence which values the strengths, perspectives, and contributions of each

individual. McMaster’s profile and stature has evolved to one of the Top 70 Universities in the World and recognition as

Canada’s Most Research Intense University. McMaster is recognized as one of the top employers in the Hamilton/Niagara

region and has been recognized as one of Canada’s Top Diversity employers.

McMaster University is principally sited on an attractive campus in west Hamilton, adjacent to residential neighbourhoods

and the Royal Botanical Gardens’ Cootes Paradise wetland and trails. It is possible to live within easy walking or cycling

distance of the campus, with easy pedestrian-safe transportation on the nearby rail-trail.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and

structure of the total rewards packages vary by employee group but include:

• Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance;
• Pension Plan Options & Post-Retirement Benefits;
• Training, coaching and professional development opportunities;
• Employee tuition assistance for development and education
• Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning;
• Progressive paid annual vacation plan

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

https://hr.mcmaster.ca/resources/unifor-unit-1-total-rewards-overview/

About the Role

In this role, you will report to the Director of Administration, supporting the administrative functions of the Department. You will

also provide office support and coordination across several sites, including arranging for furniture moves, preparing work orders, and

communicating with Department staff. As offices are located at St. Joseph’s and Hamilton Health Sciences, travel between sites would

be required.

If this interests you, we cordially invite you to apply!

• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Participate in the development and implementation of projects, work methods and procedures.
• Oversee coordination of furniture, office moves, computer purchases, minor renovations, repairs and key requests at sites.
• Communicate and work collaboratively with various internal and external organizations and departments.
• Organize and coordinate educational programs, conferences and events such as retreats and other capacity building programs.
• Monitor established operational and administrative processes within the unit and recommend procedural changes to improve unit efficiency.
• Develop estimates of time and resources for various activities and events.
• Contribute to the development of budgets for review and approval and reconciliation of accounts.
• Support the negotiation process for a variety of contracts with outside agencies for conferences, furniture, supplies, and equipment repairs by obtaining quotes and pricing information.
• Plan, develop, and deliver orientation sessions and training sessions.
• Plan and coordinate interview schedules involving individuals internal and external to the department.
• Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Handle petty cash including the tracking and monitoring of related expenses and reimbursements.
• Write a variety of documents such as correspondence and reports.
• Format, edit, and proofread a variety of documents and materials.
• Greet visitors, answer or redirect general inquires in person, by telephone and via email and respond independently to inquiries that are specific in nature and require a thorough knowledge of established policies and procedures.
• Provide policy and procedure information to others.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Coordinate the calendar of supervisor and others, arrange meetings and make travel arrangements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Set-up, update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• Update and maintain information on websites.
• Monitor and order office supplies.
• Attend a variety of meetings.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Prepare outgoing mail, faxes, and courier shipments.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform a variety of calculations.

• Provides functional guidance to others on an ongoing basis.

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