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MEDICAL SECRETARY (II)

McMaster University
Hamilton, ON

Apply Now

Job details

Part-time | Full-time
14 days ago

Benefits

Extended health care
Dental care
Tuition reimbursement
Life insurance

Skills

Filing
Databases
Transcription
Schedule management
EMR/EHR
Stocking
Budgeting
Data collection
College diploma
Journal entries
Medical terminology
Account reconciliation

Full job description

Job ID

77893

Job Title

MEDICAL SECRETARY (II)

Regular/Temporary

Regular

Location

HSC- Central Campus

Open Date

2026/08/06

Job Type

Continuing

Close Date

2026/08/20

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

Surgery

Full/Part Time

Full-Time

Salary Grade/Band

Grade 5

Salary Range

$26.59 - $35.15 (hourly)

Job Code

JD0009

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

Hours per Week

Posting Details

Schedule

35 hours per week; Monday to Friday from 8:30 am to 4:30 pm

Education Level

2-year Community College diploma in Medical Office Administration or related field

Career Level

Requires 3 years of relevant experience

Anticipated Fill Date

September 1, 2026

Job Description

JD #

JD00009

Pay Grade:

Title:

Medical Secretary (II)

Unit/Project Description:

Surgical Admin for Pediatric Neurosurgery Service at McMaster Children’s Hospital

We are seeking a full-time administrative assistant to support the surgical practice of the pediatric neurosurgery service. Our service currently consists of two

pediatric neurosurgeons, one Physician Assistant and one Clinic Nurse. The service is planned to return to three attending neurosurgeons soon. We operate in

a shared-practice model with the surgical admin serving a critical role in organizing and maintaining the schedule and surgical bookings of the service and

assisting in providing continuity of administrative duties.

About the Department of Surgery

Over its 50+ year history, the McMaster Department of Surgery has maintained a steadfast commitment towards thinking big and making it possible. We are a

Department with 11 surgical divisions and Royal College residency training programs; together, we are poised to unleash a future fueled by a creative mindset

and powered by our people.

The successful candidate will be bring a positive, solutions-focused mindset, as we collectively work towards achieving the Department Vision.

This Vision is based on 6 core tenets:

C.R.E.A.T.E.

Culture that includes

Research that impacts

Education that inspires

Advancement for all

Transformation through innovation & entrepreneurship

Excellence in patient care

About McMaster University

At McMaster University, our people are our most valuable asset. We strive to attract, develop, and retain the talented faculty and staff, and to foster inclusive

excellence which values the strengths, perspectives, and contributions of each individual. McMaster is recognized as one of the top employers in the

Hamilton/Niagara region and has been recognized as one of Canada’s Top Diversity employers.

Working at McMaster University brings a robust total rewards package, which is more than just a salary. The elements and structure of the total rewards

packages vary by employee group but include:

Employer Paid benefits including Extended Health, Dental, Emergency Out-of-Country Travel Coverage & Basic Life Insurance;
Pension Plan Options & Post-Retirement Benefits;
Training, coaching and professional development opportunities;
Employee tuition assistance for development and education
Opportunity to be a part of an academic environment working alongside professionals who share a passion for learning;
Progressive paid annual vacation plan

Please see Total Rewards Overview for Unifor, Local 5555, Unit 1 for more Information.

https://hr.mcmaster.ca/resources/unifor-unit-1-total-rewards-overview/

Job Summary:

The Medical Secretary (II) is responsible for establishing priorities for office operations and performing a variety of secretarial and administrative duties within a clinical or medical practice setting.

Purpose and Key Functions:

Prepare, coordinate, and monitor physician on-call schedules, procedure schedules, clinics, and medical staff rounds.
Write a variety of documents including correspondence, reports and meeting minutes.
Schedule patient medical appointments and procedures.
Coordinate calendars, arrange meetings, book rooms and make travel arrangements.
Resolve scheduling and calendar issues, complaints, and conflicts.
Use a dictaphone to transcribe a variety of documents and reports including minutes, patient files, medical reports, and manuscripts.
Monitor budgets and reconcile accounts. Complete financial forms including travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Process and reconcile clinical and third party service billings.
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.
Interact with patients and their family members who may be experiencing emotional or difficult situations.
Ensure patients understand all instructions given to them for tests and medical procedures.
Gather and compile information required for a variety of grant submissions and reports.
Facilitate the collection of signatures required on grant applications and agreements.
Conduct database, literature and web searches to locate and retrieve documents and articles.
Prepare and book exam rooms ensure all materials are stocked, stored, and organized accordingly.
Set up and maintain filing systems, both electronic and hard copy.
Update and maintain information in a variety of databases.
Update and maintain confidential files and records. Handle sensitive material in accordance with established policies and procedures.
File, retrieve, and purge files.
Monitor and order office supplies.
Attend meetings and take minutes.
Assemble, collate, and disseminate mailings.
Open and distribute incoming mail and faxes, and arrange courier shipments.
Remain current with relevant medical terminology.

Requirements:

2 year Community College diploma in Medical Office Administration or related field.
Requires 3 years of relevant experience.

Assets:

Experience with:
- Managing multiple surgeons and schedules
- EPIC EMR and surgical case management
- WTIS wait-list management

Additional Information:

This position is fully in-person for at least the first 6 months, based on experience, with the option to flex up to 2 days per week remotely, once established. This is subject to change at any time based on operational needs.

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.

Vaccination Mandate - FHS

This position is located in a host hospital or other healthcare site that has an active vaccination mandate in place. Successful applicants will need to comply with these and any other health and safety measures necessary as part of their appointment.

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

At McMaster University, we believe in a comprehensive and inclusive interview process. Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates. Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews. If you have any questions as you move through the hiring process, please reach out to [email protected] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process. Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.

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