Schedule Monday-Friday, at 35 weekly hours
Education Level 2 year Community College diploma in Office Administration or related field.
Career Level Experienced
Administrative Assistant, Recruitment, Tenure and Promotion
(JD #: JD00601)
In 1967, McMaster University established Canada’s first Department of Clinical Epidemiology and Biostatistics, now world renowned for its work and known as the Department of Health Research Methods, Evidence, and Impact (HEI). The department has achieved its international reputation by conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs which have grown to include graduate programs in the health research methodology, public health, health policy and eHealth.
HEI is a research-intensive department with over 140 “continuing” staff, 10-15 post-doctoral and clinical fellows, and more than 150 “temporary-casual” staff. It is the third largest department/school in the Faculty of Health Sciences in terms of research funding per year.
We have an exciting opportunity for an experienced, motivated and results-oriented Administrative Assistant, Recruitment, Tenure and Promotion to support faculty relations initiatives and other administrative duties in the department, to join our team for a 1 year limited term appointment (subject to funding).
For more information on the department of Health Research Methods, Evidence, and Impact (HEI), please visit our website at https://hei.mcmaster.ca/
Job Summary: Responsible for coordinating the recruitment and tenure and promotion processes for part-time and full-time faculty and performing a full range of administrative duties for a Faculty or School. Serves as a primary resource regarding administrative issues for recruitment, tenure and promotion procedures. Carries out a variety of administrative tasks requiring considerable discretion and the communication of confidential information.
Purpose and Key Functions:
Coordinate the submission of information and documentation required to initiate and conclude various recruitment, tenure and promotion processes.
Review candidate documentation and prepare recommendations for review by others.
Plan, coordinate, and schedule interviews and arrange travel and hotel accommodations for candidates.
Adhere to University guidelines and policies when compiling information required for the recruitment, reappointment, or promotion of faculty.
Gather, compile, and review candidate documents and follow up, as needed, with candidates for more information.
Gather, compile, and summarize information from a variety of sources such as candidate reviews.
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 departmental policies and procedures.
Plan and coordinate a variety of events and activities.
Coordinate the calendars of others, arrange meetings, room bookings, travel arrangements and conference registrations.
Identify and resolve scheduling conflicts that arise.
Write and edit a variety of documents such as correspondence, agendas, and meeting minutes.
Identify and recommend changes to established administrative processes.
Implement changes to established procedures and processes.
Facilitate the collection of signatures required for a variety of documents.
Gather, compile, and summarize information from a variety of sources and documents and prepare reports for review by others.
Generate a variety of ad-hoc reports and analyze and summarize data for review by others.
Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Verify, update, and maintain information in a variety of databases and spreadsheets.
Provide policy and process information to others.
Set up and maintain filing systems, both electronic and hard copy.
Attend and participate in meetings.
Maintain and safeguard the confidentiality of information.
2 year Community College diploma in Office Administration or related field.
Requires 3 years of relevant experience.
Previous experience working at McMaster
Experience working with Mosaic (PeopleSoft)
Additional Information: The Administrative Assistant, Recruitment, Tenure and Promotion acts as a liaison with the Department of Health Research Methods, Evidence, and Impact (HEI), the Faculty of Health Sciences, Faculty Relations Office and other Offices at the University. This role will support the Executive Assistant to the Chair with all faculty relations matters and provide administrative support to our two Associate Chairs in the department of HEI. This role will assist the Associate Chair, Faculty Affairs & EDI with Equity, Diversity, and Inclusion (EDI) development, support EDI sensitive planning and processes. They will also provide administrative support the Associate Chair, Education, with faculty recruitment including the nominations for new Associate and Part-Time Faculty appointments as well as coordinate meetings to discuss the collaborations and contributions for new appointments. They will also be responsible for the full recruitment cycle of Post-Doctoral Fellow appointments, and other administrative duties assigned.
The successful candidate will have/demonstrate the following:
Experience working in a matrixed environment and having work directed by multiple faculty and managers
Previous experience with full cycle Recruitment, Tenure and Promotion processes for all faculty members (Full-time, Associate, Part-time members)
Key contact for all faculty relations
Must be able to carefully track information and approval stages that are at multiple stages and submit information by the required deadlines
Experience working in an academic environment and providing administrative support to faculty members
Working experience taking and distributing minutes, preparing slides and presentation materials for faculty orientations and monthly committee meetings
Experience disseminating action items and follow up
Experience providing support to and liaising between faculty members and senior level administrators, including supporting in-person meetings and web conferencing meetings using platforms such as Google docs, WebEx, Zoom and Microsoft Teams etc.
Self-starter, results-oriented with proven previous success at prioritizing and managing multiple tasks of varying complexities as well as meeting tight deadlines
Excellent problem-solving, interpersonal, and planning skills
A high degree of professionalism, integrity and ability to handle highly confidential information
Strong attention to detail and extremely well organized
Excellent written and verbal communication skills
Assist keeping up-to-date personal CVs, both paper and MacFACTS version (former Star CV)
Advanced computer skills in Microsoft Office
Experience working with Mosaic to produce finance queries, reports and expenses
Proven experience with the University systems, and policies
Experience with creating and preparing material for the lunch and learn series for faculty members and supervisors, facilitating sessions, answering questions and advising faculty
Previous experience in project management and events
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.
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.