Schedule Monday to Friday
Education Level Post-secondary diploma, preferably in administration, Human Resources or and book-keeping/accounting
Career Level 3-5 years equivalent experience
The Office of the Registrar provides a number of services to both prospective and current students and is the primary information source on enrolment, convocation ceremonies and important student dates and events throughout the year. We are a smart, collaborative group of nearly 80, spread across 8 departments: Student Services, Communications, Aid & Awards, Student Recruitment, Undergraduate Admissions, Student Records & Systems, Scheduling & Examinations, and Central RO Administration. This supportive and dynamic team works together to provide assistance to students from their initial recruitment contact with McMaster until they graduate.
The Central Administration department supports all areas of the Registrar's Office in their adminstrative functions and successfully plans and delivers 14 convocation ceremonies each year. We are currently looking to hire an Administrative/Office Coordinator in our Central Administration department that will use a variety of specialized skills to promote and support the overall strategic plan of the Office of the Registrar. The ideal Coordinator will excel at multi-tasking in a high volume, deadline driven environment. Their tact and diplomacy will allow them to excel in the role. Confident problem solving and and resourcefulness will translate well in this role. Comfortability in using multiple programs and systems (such as Mosaic) will be key.
Reporting to the Assistant Registrar, Administration, the Office Coordinator coordinates a variety of administrative activities in the Office of the Registrar; acting as a key point of contact and providing advice and guidance on financial, HR and administrative matters. The Office Coordinator works collaboratively with all levels of management and staff across the Office of the Registrar and liaises with a range of internal stakeholders: staff of senior administrative offices, Faculty offices, financial and HR contacts, as well as the wider McMaster community. This position requires a broad knowledge of university policies and processes and demands independent decision-making, judgment and tact when handling sensitive information, as well as the ability to juggle competing priorities and work to strict deadlines.
First point of contact for HR questions. Advises the Registrar’s management team on HR policies and procedures and escalate complex issues. Develops and recommends internal administrative best practices and processes for staff and managers to follow within the RO such as mass hiring of invigilators, tracking of vacation time absences, etc.
Supervises and directs activities and work flow of temporary/student staff.
Onboards temporary, casual and continuing employees.
Coordinates interviews for all departments across the Office of the Registrar.
Responsible for processing temp/casual and student job postings and hires, including administering the entire process for mass hires of approximately 200 exam invigilators and approximately 25 tour guides.
Formats and validates data and reports to generate timesheet uploads into Mosaic.
Processes weekly payroll for all temp/casual and student employees.
Processes overtime and time exception submissions for all continuing employees within the Office of the Registrar. Records, monitors, and analyzes trends with full-time employee vacations, absences, and overtime.
Responds to inquiries and resolves issues regarding payroll accounts and discrepancies. Maintains confidentiality of personnel and payroll information.
Understands and abides by rules and regulations outlined in the collective agreement for applicable unionized staff.
Advises the Registrar’s management team on Financial policies and procedures including explaining McMaster policies, advising of Mosaic procedures.. Develops and recommends internal best practices and processes for staff and managers to follow within the RO.
Prepares month-end budget reports, and other financial reports as required for review. Reviews month-end budget reports for all areas across the RO and analyzes for variances to the plan, reviews discrepancies. Independently monitors and reconciles monthly statements for the 8 departments which requires troubleshooting and investigating all discrepancies.
Coordinates financial processes and manages financial related-issues across all departments within the Office of the Registrar. Regular tasks include accurately maintaining petty cash, processing purchase orders/requisitions, non-PO vouchers, travel and expense reports, journal entries, P-card and daily cash deposits for the Office of the Registrar and all its departments.
Planning & Administration
Acts as an integral member of the office’s core planning team for the university’s annual convocation ceremonies (14 ceremonies per year). Responsible for supervising and training staff during convocation and coordinating different areas of work that these employees perform throughout the event. Ensures graduands are hooded and conferred on stage under their appropriate degrees. Acts as a key contact leading up to and during ceremonies for students, guests, Faculty and staff. Manages accessibility seating requests and assignments for all guests.
Plans, organizes and assists with events such as staff meetings, retreats and other events.
Manages the University Registrar’s calendar along with supporting the entire Registrar’s management team’s scheduling requests. Reviews requests and schedules appointments and meetings. Attends the University Registrar’s committee meetings and records meeting minutes/notes. Coordinates any necessary travel arrangements.
Serves as a liaison between executives, executive assistants, managers and visitors. Screens and directs incoming calls, and correspondence. Responds to enquiries by phone, email and letter made to the Office of the Registrar, and being the contact for routine matters.
Researches, sources quotes, recommends vendors, purchases, coordinates maintenance and moves and monitors inventory of all furniture, equipment, office supplies, storage space and technical support.
Responsible for maintaining and updating an efficient filing system. Handles sensitive and confidential material strictly in accordance with university policy and instructions.
Supports other departments within the RO during their peak times (e.g. responding to exam-related inquiries and rescheduling casual staff during exam sessions, processing room bookings, line triaging during start of term). Able to adapt to different departments throughout the year by stepping in to assist in various roles, which requires a breadth of knowledge in student-related services and functions that the RO provides.
Opens, distributes and prepares incoming and outgoing mail and courier shipments.
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.
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 diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. The University seeks qualified candidates who share our commitment to equity, diversity and inclusion. While all qualified candidates are invited to apply, we particularly welcome applications from women, persons with disabilities, First Nations, Métis and Inuit peoples, members of visible minorities, and LGBTQ+ persons. Job applicants requiring accommodation to participate in the hiring process should contact the Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247) or the Faculty of Health Sciences Human Resources office at ext. 22207 to communicate accommodation needs.