Job Type

Contractually Limited >12

Close Date

11/27/2025

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Contract Duration

12.3 Months

Hours per Week

21

Posting Details

Schedule

21 hrs/wk - Tues/Wed/Thurs 8:30 am - 4:30 pm - on site

Education Level

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

Career Level

Requires 3 years of relevant experience.

Job Description

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.

JD #

JD00091

Pay Grade

5

Title:

Administrative Assistant (II)

Unit/Project Description:

An Administrative Assistant is required for the Department of Medicine with a focus on supporting Nephrology Fellowship Programs.

Job Summary:

Organize and perform a full range of administrative duties that require a thorough understanding of established functions, policies, and procedures. Establishes priorities for general office operations and is responsible for providing direction to others in how to carry out work tasks.

Purpose and Key Functions:

• Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• 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.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• Monitor budgets and reconcile accounts. 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 3 years of relevant experience.

Assets:

• Ability to remain organized, coordinate multiple tasks and adhere to deadlines
• Strong written, verbal and interpersonal communication skills
• Experience in Medical Education
• Ability to communicate effectively through virtual platforms (Teams/Zoom)
• Proficient with MS Office 365 programs including Word, Excel, PowerPoint and Access
• Experience with MedPortal and MedSis

Additional Information:

This position is located at the Charlton Campus of St. Joseph’s Healthcare, Hamilton. The successful candidate will be expected to fully work on site three days per week.

Able to start as soon as possible

How To Apply

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

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 talent@mcmaster.ca or the HR contact associated with your position of interest.