McMaster University

The McMaster Institute for Research on Aging is a research center at McMaster University focused on aging optimization. It pursues this goal through interdisciplinary teams that work with older adults and key stakeholders. The institute leverages platforms like the McMaster Optimal Aging Portal and collaborates with the Labarge Centre for Mobility in Aging. Its work spans biology and behavior, aging-related mobility, and health outcomes to reduce costs and improve well-being. The initiative aims to impact Canadian aging populations at scale through education, research collaboration, and public-facing resources.

CanadaEducationEngineeringHamiltonHealth SciencesInnovationPublic UniversityResearchmcmaster.ca

McMaster University

CanadaEducationEngineeringHamiltonHealth SciencesInnovationPublic UniversityResearchmcmaster.ca

HQHamilton, CA

Team Size25

Open Jobs77

Total Funding$250K

Latest FundraiseUnknown

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Job ID

73615

Job Title

Administrative Assistant (Recruiting) (Hybrid)

Regular/Temporary

Regular

Location

Central Campus

Open Date

01/08/2026

Job Type

Continuing

Close Date

01/15/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

DSB Student Experience

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$22.94 - $36.83 (hourly)

Job Code

JD1199

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

Hours per Week

Posting Details

Schedule

Monday – Friday, 8:30am – 4:30pm (Hybrid schedule)

Education Level

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

Career Level

Requires a minimum of 3 years of relevant experience.

Location

Main Campus, Hamilton

Anticipated Start Date

February 1, 2026

Employment Type

Continuing

Job Description

UNIT/PROJECT DESCRIPTION:

The DeGroote’s Student Services team supports all students at the DeGroote School of Business – MBA, BCom, specialized graduate programs and PhD students. As an integrated team, we champion new ideas, collaborate across boundaries, and learn continually to deliver a consistent and inspiring student experience. Our school’s culture is captured by our values of Community, Collaboration, Innovation, Integrity and Inclusivity.

As part of Student Services, the Career and Professional Development BCom team delivers innovative excellence in three key areas: Career Development, Strategic Employer Partnerships and Experiential Learning, supporting over 3200 BCom students.

This centralized administrative support role, Associate – Career & Professional Development (BCom) will deliver exceptional administrative, logistical and systems support to students, staff, employer partners and alumni in a breadth of areas including; inquiry resolution, event logistics and promotions, campus recruitment logistics, communications (including website updates), office and operational logistics (including Content Management System and various online tools), to name a few.

The incumbent will often be the first point of contact for students and employer partners. This requires a high degree of attention to detail, empathy, active listening and operational knowledge to ensure our primary stakeholders are supported and receive a high level of customer service. The incumbent must demonstrate problem solving and proactive resolution of front-line inquiries.

JOB SUMMARY:

Coordinate and support a full range of administrative and customer service duties that require a thorough understanding of departmental organization, functions, policies and procedures with a recruitment focus. Act as first point of contact for content management system.

PURPOSE AND KEY FUNCTIONS:

ASSETS:

SUPERVISION

Provide functional guidance to others on an ongoing basis.

ADDITIONAL INFORMATION:

During peak times of the year, this role will be required to work outside of normal business hours to attend including evenings and weekends.

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.

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

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. 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.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.

Plan and coordinate the logistics of on-campus recruiting including job postings, scheduling interviews and compiling reports.

Provide information to prospective and current students regarding service offerings at outreach events.

Assist with the development and design of internal marketing collateral in collaboration with marketing staff.

Develop user guides for students and employers, training documentation for internal staff and team specific standard operating procedures documentation.

Act as first point of contact and provide internal support for content management system.

Troubleshoot and resolve routine system issues and escalate complex issues to appropriate external stakeholders.

Facilitate ongoing updates for the system including data clean-ups, communications audit and system improvements.

Track and monitor various metrics for both internal and external reporting.

Create statistical reports and dashboards to support the data gathering process and present results to key stakeholders.

Schedule student interviews and resolve scheduling conflicts.

Coordinate event logistics for team including developing relationships with services providers on campus to ensure professional delivery of events for external partners.

Write a variety of documents including but not limited to, correspondence, reports and information bulletins.

Review email accounts and respond to inquiries within established customer service guideline standards.

Create, update and maintain a variety of spreadsheets, forms and templates.

Update and maintain information in a variety of databases, including websites, and notations on academic transcripts

Monitor budgets and reconcile accounts. Complete financial forms, including but not limited to, travel expense reports, electronic cheque requisitions, purchase orders and journal entries.

Use a point of sale machine to process financial transactions and ensure event payments are received.

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.

Source pricing information and monitor contracts for services and supplies.

Prepare, collate, copy and distribute materials for meetings and events.

Set up and maintain filing systems and confidential files electronically.

Maintain and safeguard the confidentiality of information.

Previous experience in a fast-paced administrative role with strong emphasis on customer service, attention to detail and multi-tasking.

Responsible for managing high volume of requests from various stakeholders with strict deliverable deadlines.

Computer literacy is necessary for this role. Advanced skills in Excel, PowerPoint, Photoshop and Content Management Systems are necessary. Previous experience with OSCARplus, Avenue to Learn and MOSAIC is an asset.

Excellent business communication skills, both written and verbal are essential.

A skilled communicator with strong interpersonal skills to communicate and partner effectively with students, vendors, employer partners, alumni, faculty and peer colleagues, both verbally and in writing.

Demonstrated ability to craft messages for website updates that require minimal editing, while representing the level of professionalism at the DeGroote School of Business

Demonstrated ability to craft messages for various communications that require minimal editing, while representing the level of professionalism at the DeGroote School of Business.

Strong teamwork is integral to success in this role. The incumbent supports and works with multiple team members within Career & Professional Development as well as other career teams at McMaster.

A professional presence and a proven ability to conduct oneself with integrity and operate in a diplomatic, confidential and sensitive manner are fundamental to the role.

Demonstrated ability to coordinate and deliver on multiple large-scale events simultaneously.

Ability to collect, analyze, and summarize data to shape recommendations and/or identify trends for new/improved initiatives.

Strong analytical and problem-solving skills to independently resolve front line inquiries and issues.

Knowledge of career services and work integrated learning is in an asset.

Experience in a student-focused setting is required.

Previous experience in managing a multi-faceted workload to ensure timelines are met from multiple stakeholders.

Demonstrated experience in application and operationalizing university and program policies.