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Job Description & How to Apply Below
28 hours per week. 8:30am to 4:30pm, Monday to Thursday. Alternative schedule may be requested.
2 year Community College diploma in Office Administration or related field of study.
Requires 2 years of relevant experience
JD Number
JD 0090
Anticipated Start Date
July 2026
Unit/Project Description
The Health Information Research Unit (HiRU) at McMaster University in Hamilton, Ontario, Canada conducts research in the field of health information science. It supports health care through literature surveillance and the development of evidence-based products and services for health care providers, patients, policy makers, and the public. Our key evidence-based processes include appraising and rating clinical research studies for supporting clinicians in evidence-based practice.
One research focus is on exploring machine learning and artificial intelligence to improve the efficiency of evidence curation and dissemination in various forms and implementing resulting models on digital platforms for a range of users. The role of the Administrative Assistant (I) is to organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.
Key responsibilities will be to support the McMaster Online Rating of Evidence process which requires data and task management.
Job Summary
Organize and perform a range of administrative duties that require a thorough understanding of established functions, policies, and procedures.
Duties and Responsibilities
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.
Utilize discretion and judgment to screen visitors and telephone calls, and notify appropriate personnel.
Monitor budgets and reconcile accounts. Complete financial forms such as travel expense reports, electronic cheque requisitions, purchase orders and journal entries.
Schedule and coordinate a variety of meetings and events including room bookings, agendas, catering and travel arrangements.
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 routine 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.
Supervision
No formal supervision of others is required.
Provide orientation and show procedures to others.
Qualifications
2 year Community College diploma in Office Administration or related field of study.
Requires 2 years of relevant experience
Assets
Ability to extract, combine, and organize data from several databases
Ability to query AI software, edit Python code, and use command prompt software
Understanding of medical disciplines and clinical terms
Experience with digital platform management
Highly detail oriented
Ability to manage multiple competing priorities
Ability to work collaboratively with colleagues in a timeline-directed…
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