Administrative Assistant, Academic (III

Administrative Assistant, Academic (III)

Regular/Temporary

Regular

HSC
- Central Campus

2026/08/04

Continuing

2026/08/22

Unifor Unit 1, Staff

Department

Full-Time

Grade 6

$26.99 - $38.03 (hourly)

JD0677

Yes
- Newly Created Position

1

35

8:30am - 4:30pm, Monday to Friday

Anticipated

Start Date:

ASAP

2 year Community College diploma in Office Administration or related field of study.

Requires 4 years of relevant experience.

Unit/Project

Description:

The Mac-CARE Program (McMaster Community and Rural Education Program) in the Faculty of Health Sciences provides the expertise and support to facilitate core and elective placements in the Mac-CARE campus regions for learners of the Michael G. DeGroote School of Medicine (MDSM).

Reporting to the Manager of the Mac-CARE Program, the Administrative Assistant, Academic (III) works closely with the Clinical Placement Program Manager to coordinate placement and orientation of medical students, residents, clinical fellows, midwifery students and physician assistant students in hospital settings and private community clinics in the community. This includes clinical placements in the four Clinical Education Campuses [CECs] (Osler, Halton, Burlington, and Grand Erie Six Nations) and liaising with the Hamilton Medical Education Campus, the Niagara Medical Education Campus, and the Waterloo Medical Education Campus.

This position will require a holistic understanding of McMaster’s Medical School Information System (MedSIS) and how the Undergraduate and Postgraduate programs function within the Faculty of Health Sciences, including the distributed campus sites of the MDSM to provide the necessary level of support.

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.

• 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 accommodation 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.
• Deliver a variety of academic program or department presentations.
• Review and process applications for internal and external scholarship competitions and program admissions.
• 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 their 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…