Job Type

Continuing

Close Date

01/21/2026

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Medicine

Full/Part Time

Part-Time

Salary Grade/Band

Grade 5

Salary Range

$24.19 - $34.04 (hourly)

Job Code

JD0009

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

17.5

Posting Details

Schedule

Monday - Thursday

• schedule to be further discussed based on operational needs.

(ie: 4 days 5.25 hours per day, or 3 days 7 hours per day)

Education Level

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

Career Level

Requires 3 years of relevant experience.

Anticipated start date

January 05, 2026

Job Description No

JD0009

Vacancy Details

This is a new position within the department

Unit/Project Description:

For Department use only.

A Medical Secretary II is required to support Physicians in the Division of Rheumatology.

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Job Description

Purpose and Key Functions:

• Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
• Write a variety of documents including correspondence, reports and meeting minutes.
• Schedule patient medical appointments and procedures.
• Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
• Resolve scheduling and calendar issues, complaints, and conflicts.
• Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
• Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
• Process and reconcile clinical and third party service billings.
• 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.
• Interact with patients and their family members who may be experiencing emotional or difficult situations.
• Ensure patients understand all instructions given to them for tests and medical procedures.
• Gather and compile information required for a variety of grant submissions and reports.
• Facilitate the collection of signatures required on grant applications and agreements.
• Conduct database, literature and web searches to locate and retrieve documents and articles.
• Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
• Set up and maintain filing systems, both electronic and hard copy.
• Update and maintain information in a variety of databases.
• Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
• File, retrieve, and purge files.
• Monitor and order office supplies.
• Attend meetings and take minutes.
• Assemble, collate, and disseminate mailings.
• Open and distribute incoming mail and faxes, and arrange courier shipments.
• Remain current with relevant medical terminology.

Assets:

• Excellent organization and communication skills required,

• Accuro experience,

• EPIC / DT experience,

• Strong calendar management,

• Additional duties as assigned

• Preferred schedule Tuesday 3.5 hours, Wednesday 7 hours, Thursday 7 hours (total 2.5 days per week); flexibility is available to accommodate an alternate schedule upon request and based on operational needs.

• On-site at St Joseph's Healthcare Hamilton.

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.