Schedule Monday to Friday, 35 hours per week
Education Level College Diploma
Career Level Experienced (non- Manager)
Administrative Assistant (III)
The Department of Pediatrics at McMaster University and McMaster Children’s Hospital is home to over 200 pediatricians, scientists, educators, and trainees whose collective mission is to improve the wellbeing of children and their families. The department is led by the Chair/Chief of Pediatrics with an executive team consisting of Deputy Chief and Associate Chairs, Education, Research, Academic, and Equity, Diversity, and Inclusion (EDI) and an Administrative Director.
The executive is supported by a high functioning administrative team, who play an integral role in the success of the leadership group and help to achieve departmental deliverables. The primary focus of this administrative role will be to support the Deputy Chief of Pediatrics and a newly appointed Associate Chair, EDI. As a member of the executive administrative team, the assistant will be a collaborative partner, and could be involved in other executive or departmental projects, events, and initiatives.
Key functions of this position include credentialing of professional hospital staff, facilitation of onboarding clinical faculty within the relevant hospital IT systems, coordinating meetings, supporting relevant committees, and enabling portfolio projects led by the Deputy Chief or Associate Chair, EDI. As the latter is a new portfolio within the Pediatrics, the work will evolve with the growth and priorities of the new leadership.
To be successful in this position, the assistant must have initiative, strong organizational and time management skills, work well independently, and within a team. In the department’s commitment to diversity, equity and inclusion we welcome applicants who identify as a member of an equity-seeking group including Indigenous Peoples (First Nations, Métis and Inuit peoples), women, persons with disabilities, racialized persons and LGBTQ+ identified individuals.
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. Responsible for providing direction to others in how to carry out work tasks.
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.
2 year Community College diploma in Office Administration or related field of study.
Requires 4 years of relevant experience.
Knowledge of HHS/McMaster Children’s Hospital clinical systems would be an asset.
Experience with leadership administrative support
Experience with meeting or event coordination (including virtual)
Experience with digital platforms and databases
Diplomacy, tact, and the ability to maintain strict confidentiality are essential, as is the ability to effectively liaise with the University, Hospital, and department members, healthcare professionals, staff, and external organizations
Must have excellent oral and written communication skills.
The need to prioritize competing demands and establish workflow priorities, take initiative, and problem-solving skills essential.
Attendance at the occasional before and after-hours meetings may be required
This position will primarily work remotely through the pandemic with the possibility of continued flexibility post-pandemic for ongoing (partial) telework
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.