Job Type

Continuing

Close Date

01/07/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Educ Postgrad

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Hours per Week

35

Target Number of Openings

1

Posting Details

Schedule

8:00am to 4:00pm, Monday to Friday

Anticipated start date: ASAP

Education Level

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

Career Level

Experienced

Job Description

Administrative Assistant, Academic (III)

JD 0677

Unit/Project Description: Education Services requires an Administrative Assistant in our Postgraduate Medical Education (PGME) Office. PGME is a multi-faceted office that supports over 60 resident and fellowship programs and over 1000 trainees. This role will provide administration support for the postgraduate medical office by facilitating the CaRMS match, supporting educational programming (including supporting faculty leads), organizing events directed at the education of medical learners (i.e. orientation) and program administrators (i.e. training, retreats, etc.) and will provide administrative support for medical fellows (from admission through to the completion of their training at McMaster (issuing certificates). The successful incumbent will also support the Assistant Manager on an ad hoc basis.

Job Summary: Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.

Purpose and Key Functions:

• Identify and analyze problems with the program and prepare recommendations for review and approval.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case by case basis.
• Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
• Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
• Create financial projections and make adjustments to the program budget throughout the fiscal year.
• Deliver a variety of academic program or department presentations.
• Review and process applications for internal and external scholarship competitions and program admission.
• Compile and distribute application and admission files for review by the Admissions Committee.
• Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
• Provide updates to applicants about the status of their application.
• Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
• Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
• Compile course information and update course calendar information.
• Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
• Greet visitors, answer or redirect general inquiries 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 program and admissions information to potential applicants, students and faculty.
• Act as a liaison between students and the various individuals and offices within and external to the department.
• Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed and deadlines are adhered to.
• Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
• Monitor student course registration and provide electronic permissions to allow students to enrol in limited enrolment courses.
• Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Gather and compile the paperwork required to facilitate hiring and payment processes.
• Input financial and employee information required to process pay.
• Write a variety of documents such as correspondence, reports, and meeting minutes.
• Format, word process, edit, and proofread a variety of documents and materials.
• Gather and compile data and documentation for a variety of reports, memos, and program activities.
• Gather, assemble, and distribute documentation required for registration, course material, grade appeals, reinstatements, course overload and prerequisite permissions, and transfer credits.
• Collect, verify, and input data into a variety of spreadsheets and databases.
• Update and maintain information and content on websites and social networks.
• Coordinate the calendar of supervisor and resolve scheduling conflicts.
• Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
• 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.
• Maintain the confidentiality of student files and documents.

Requirements:

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

Assets:

Position requirements:

• Working knowledge of the infrastructure of the postgraduate residency and fellowship training system.
• A strong understanding and knowledge of the CaRMS matching system, process and application as it relates to medical learners interested in pursuing residency training.
• Experience collecting, collating, verifying and inputting data into a variety of spreadsheets, databases and student information systems with a high degree of accuracy and attention to detail. (R1 Match, Medicine sub-specialty Match, Pediatric sub-specialty Match, Family Medicine/Emergency Medicine sub-specialty Match).
• Experience planning, coordinating and implementing the execution of multifaceted events involving residents and fellows
• A solid understanding of the needs and knowledge requirements of departmental Program Administrators in order to organize, plan, facilitate training events (i.e. new PA training, PA annual retreats, etc.).
• Candidate must display a high degree of judgement, professionalism, and confidentiality.
• Experience facilitating admissions process which includes: preparing and reviewing admission packages, registering trainees, coordinating information with departments and the trainee, verifying credentials, submitting and satisfying information related to employment, creating letters, and establishing payroll information (from admission through to the completion of their training at McMaster (issuing certificates)).
• Experience updating, maintaining and validating data by checking for missing or invalid information using multiple systems such as MedSIS while maintaining a high level of accuracy.
• Experinece using MEDSIS or a similar Student Information System.
• Must demonstrate proficiency with MS Office suite of applications, and advanced user of MS Excel and using Google docs applications.
• Experience using a variety to technical and online platforms including; Airtable, google forms, SLACK, Zoom meetings, editing in PDF format and updating websites.
• Working knowledge of postgraduate medical education is considered an asset.
• Experience collecting, verifying and inputting data into a variety of spreadsheets, databases and student information systems.
• Experience communicating and working with international students and demonstrates cross-cultural awareness and sensitivity.
• Experience providing administrative support to program faculty leader(s)
• Experience identifying and analyzing problems with the program and preparing recommendations for streamlining workflow processes to improve administrative efficiencies.
• Working knowledge and experience responding to inquiries from medical learners, faculty, hospital partners, and multiple programs (internal and external).
• Working knowledge and experience gathering and compiling data and documentation for a variety of reports and program activities.
• Demonstrates professionalism and consideration in the workplace and with internal/external stakeholders.
• Experience monitoring budgets and reconciling accounts
• Strong attention to detail, coupled with an aptitude for problem solving is essential.
• Must demonstrate commitment to the job, be motivated and be well organized to deal with a high volume of work.
• Ability to function in an ever-changing environment with competing demands, priorities and deadlines.
• Strong interpersonal and communication skills are required as is the ability to interact effectively and harmoniously with other people.
• Many of the work assignments and issues addressed are considered confidential; therefore, a high level of discretion and confidentiality is required.
• Demonstrated experience working independently and as part of a team (i.e. medical programs, The Royal College of Physicians and Surgeons of Canada, and other Canadian medical schools).
• Must demonstrate proficiency with MOSAIC.
• Working knowledge of postgraduate medical education is considered an asset.
• A strong understanding of Competency by Design education platform.

Additional Information:

A flexible working schedule and occasional travel is a requirement of this position. We thank you for your application. Please note only those candidates selected for an interview will be contacted.

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+.

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Job applicants requiring accommodation to participate in the hiring process should contact:

• Human Resources Service Centre at 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

to communicate accommodation needs.

Hybrid Work Language

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