Administrative Assistant, Academic (III) (JD0677)
Integrated Biomedical Engineering & Health Sciences
About The Faculties:
Consistently ranked among the top engineering schools in Canada and internationally, McMaster’s Faculty of Engineering is known for its leadership in innovation, research, and experiential learning. With a strong emphasis on hands-on, project-based education, the Faculty prepares future-ready engineers through one of the country’s largest co-op programs, world-class research opportunities, and a vibrant student community with over 70 clubs and teams. Engineering a Brighter Future : https://www.eng.mcmaster.ca/about-us/strategic-plan/
The Faculty of Health Sciences (FHS) , the largest Faculty within McMaster, is unique as the only Canadian university that combines in one Faculty, schools of medicine (including two regional campuses), nursing, rehabilitation science, and the programs of midwifery, Honours Health Sciences, physician assistant and postgraduate health sciences education within one faculty. Our pioneering approaches to education and our reputation for world-class research has consistently placed McMaster and the Faculty among the top 50 universities in the world for health and medicine. Those who join FHS will find a community of 5,400 talented individuals who are inspired by the faculty’s commitment to our values of interprofessional collaboration, commitment to our communities, accountability, innovation, excellence, integrity, respect, and optimism. FHS Strategic Planning: https://healthsci.mcmaster.ca/about-fhs/dean/strategic-planning/
About the Program:
The Integrated Biomedical Engineering & Health Sciences (iBioMed) program at McMaster University is an innovative, interdisciplinary undergraduate program that integrates engineering, health sciences, and entrepreneurship to address complex healthcare challenges. Designed as a first-of-its-kind program in Canada, iBioMed emphasizes experiential, project-based learning and collaboration across disciplines.
Students begin with a common first-year curriculum that combines foundational concepts from engineering and health sciences, before progressing into specialized pathways leading to either a Bachelor of Engineering and Biomedical Engineering (with eight potential engineering programs to choose from) or an Honours Bachelor of Health Sciences degree in Health, Engineering Science, and Entrepreneurship (HESE). Throughout the program, students engage in hands-on design projects, teamwork, problem-solving, and real-world applications, often working with industry, research, and clinical partners.
The program is known for its strong focus on innovation, professional skill development, and applied learning, preparing graduates for careers in biomedical engineering, health technology, research, entrepreneurship, or further professional and graduate studies.
About the Position:
The program is seeking applicants for the position of Administrative Assistant, Academic III (Undergraduate) . This position is responsible for efficiently implementing and maintaining all aspects of the operations and promotion of the Undergraduate Studies Program in the Integrated Biomedical Engineering & Health Sciences (iBioMed) program. This position provides administrative support and services to the program’s Academic Department Manager, Co-Directors, Associate Directors, Instructors and Students. Major responsibilities include processing various financial transactions such as journal entries, non-PO vouchers, travel & expense reports, p-card reconciliations and purchase orders; co-ordinate the hiring & payroll activities of student workers and temporary/casual employees; collect and verify undergraduate program information for accreditation and program reviews; coordinating special events, committee meetings, calendar and curriculum changes/conflicts, timetabling and scheduling; and various other duties assigned by the Academic Department Manager.
This position is also responsible for assisting with program recruitment; helping to coordinate recruitment events, volunteers, signage, brochures, and demos. This position is also responsible for creating content and maintaining the program's active website using various web applications; administering the program's social media sites and updating as required.
Job Summary
Responsible for providing administrative support for an academic program or department. Plans and coordinates a variety of academic program or department events and activities and is also accountable for monitoring the graduate program budget and forecasting financial gains and shortfalls. Performs the duties of the position in accordance with established policies, procedures, and calendar of events. Responsible for ensuring adherence to quality standards and procedures for short-term staff.
Purpose & Key Functions
Identify and analyze problems with the program and prepare recommendations for review and approval.
Investigate questions and resolve problems concerning program, curricula, and admissions.
Inform faculty of student eligibility for funding opportunities and discuss funding scenarios and scholarship options on a case-by-case basis.
Advocate on behalf of students who require accommodations or non-standard arrangements with regards to funding and program requirements.
Collect, analyze, assess, and summarize information relevant to the decision-making process and develop recommendations for final approval and implementation.
Identify external funding opportunities and identify candidates in the program who meet the criteria for these competitions.
Plan and coordinate a variety of events and activities such as seminars, workshops, and conferences.
Create financial projections and make adjustments to the program budget throughout the fiscal year.
Deliver a variety of academic program or department presentations.
Review and process applications for internal and external scholarship competitions and program admission.
Compile and distribute application and admission files for review by the Admissions Committee.
Assess and summarize the qualifications of eligible applicants and ensure that all applications are complete.
Provide updates to applicants about the status of their application.
Coordinate and organize regularly recurring events such as registration, timetabling, room bookings, examinations, committee meetings, and course material requests.
Monitor and review program registrations and liaise with other departments to process changes to student records and registration.
Compile course information and update course calendar information.
Apply standard mathematical skills such as calculations, formulas, and equations to perform routine calculations.
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.
Provide program and admissions information to potential applicants, students and faculty.
Act as a liaison between students and the various individuals and offices within and external to the department.
Inform faculty of established procedures for exam preparation and grade submissions. Ensure that proper procedures are followed, and deadlines are adhered to.
Ensure that there are no conflicts with student timetables and work with the appropriate office to resolve course conflicts.
Monitor student course registration and provide electronic permissions to allow students to enroll in limited enrolment courses.
Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Gather and compile the paperwork required to facilitate hiring and payment processes.
Input financial and employee information required to process pay.
Write a variety of documents such as correspondence, reports, and meeting minutes.
Format, word process, edit, and proofread a variety of documents and materials.
Gather and compile data and documentation for a variety of reports, memos, and program activities.
Gather, assemble, and distribute documentation required for registration, course material, grade appeals,
reinstatements, course overload and prerequisite permissions, and transfer credits.
Collect, verify, and input data into a variety of spreadsheets and databases.
Update and maintain information and content on websites and social networks.
Coordinate the calendar of supervisor and resolve scheduling conflicts.
Schedule and coordinate meetings including room bookings, agendas, catering and travel arrangements.
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.
Maintain the confidentiality of student files and documents
Supervision
- Ensure adherence to quality standards and procedures for short-term staff.
Qualifications
- 2-year Community College diploma in Office Administration or related field of study.
- Requires 3 years of relevant experience.
Assets
- Previous experience working in a university environment is considered a strong asset, particularly in an undergraduate program.
- Experience working with Mosaic (PeopleSoft) is considered a strong asset.
- Previous experience in academic student recruitment will be considered an asset.
Additional Information:
The ideal candidate is friendly, energetic, tactful, confident, and resourceful, and is highly organized and motivated.
The successful candidate must demonstrate in-depth understanding and experience in:
- Academic calendars
- Academic administration and knowledge of applicable policies and procedures
- Course and conflict management
- Enrolment management and support
The successful candidate must also have and demonstrate:
- Exceptional customer service excellence
- Strong problem solving and analytical skills
- Excellent communication (verbal and written) skills
- Excellent interpersonal skills and the ability to build and maintain relationships at work
- Flexibility and adaptability when meeting deadlines with numerous interruptions
- Proven success at prioritizing and managing multiple tasks simultaneously
- Ability to meet tight project deadlines and competing timelines
- Ability to respond creatively to resolve issues and maintain workflow
- Ability to take initiative and follow through, and willing to ask for help when needed
- Ability to work independently and collaborate within a team environment
- High attention to detail while producing thorough and accurate work
- A high degree of professionalism, integrity, and ability to handle confidential information
The successful candidate must also have prior experience in the following areas:
- Working and liaising directly with students and coordinating academic timetables
- Planning and coordinating various events and activities
- Preparing meeting agendas and taking minutes
- Advanced skills using Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint, Teams, Forms, Lists, Adobe Acrobat
Proficiency using website content management systems (WordPress, Drupal), Social Media (Instagram, Facebook, YouTube, LinkedIn)
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