ADMINISTRATIVE ASSISTANT (IV)

Job Details Regular/Temporary Regular Job Title ADMINISTRATIVE ASSISTANT (IV) - Division of Palliative Care (Hybrid) Job ID 69909 Location David Braley Health Sci Centre Open Date 10/06/2025 Job Type Continuing Close Date 16/06/2025 Employee Group Unifor Unit 1, Staff Favorite Job Department Family Med Salary Grade/Band Grade 7 Salary Range $25.70 - $39.89 (hourly) Hours per Week 35 Posting Details
Schedule Monday to Friday 8:30 am to 5:30 pm Education Level

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

Career Level

Requires 5 years of relevant experience, including one year of supervisory experience

Job Description

Unit/Project Description:

The Department of Family Medicine’s Division of Palliative Care develops, promotes, enhances, and delivers exemplary inter-professional undergraduate, postgraduate, fellowship, and faculty development academic initiatives in the health care field of Palliative Care. Reporting to the Director of Administration and liaising closely with the faculty leads for the Division of Palliative Care (DPC), the Administrative Assistant IV provides oversight and support to DPC's education programs as well as the broader academic mission of the Division of Palliative Care. In this role, the candidate will lead a team working with faculty, students, and residents on a variety of educational, research and academic support initiatives within the DPC.

Job Summary:

Oversee the day-to-day administrative operations of a department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures and recommends procedural changes to improve unit efficiency, including recommendations on staffing requirements. Supervises and directs the work activities of up to four continuing employees.

Purpose and Key Functions:

• Participate in the development and implementation of projects, work methods and procedures. Recommend procedural changes to improve unit efficiency, including recommendations on staff requirements.
• Follow up on and ensure appropriate implementation of decisions made by supervisor.
• Resolve complex problems within area of responsibility, consult relevant documentation, and liaise with appropriate resource persons to obtain and provide information on a variety of diverse and complex administrative issues.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Develop estimates of time and resources for various activities and events. Contribute to the development of budgets for review and approval.
• Implement and maintain budgets. Create financial projections and make adjustments to budgets throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts. Establish priorities for general office operations.
• Plan and coordinate a variety of events and activities such as conferences, seminars, and workshops.
• Answer complex inquiries via telephone, email, and in person that are specific in nature and require a specialized knowledge of policies and procedures.
• Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
• 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.

Supervision:

• Supervise and direct the activities of up to 4 continuing employees

Qualifications:

• 2 year Community College diploma in Office Administration or related field of study
• Requires 5 years of relevant experience, including one year of supervisory experience

Additional Information:

The successful candidate will have/demonstrate the following:

• Experience with scheduling (busy & complex) calendar activities for faculty.
• Ability to multi-task and work in a high-paced environment on multiple projects at one time.
• Supervisory experience with excellent problem-solving skills.
• Comfortable communicating and collaborating using online technologies.
• Experience and aptitude using MS Office Suite (Word, Excel, PowerPoint), Mosaic.

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 for additional information.

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

• at 905-525-9140 ext. 222-HR (22247), or
• at ext. 22207, or
• 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