City : Hamilton

Category : Other

Industry : Education

Employer : McMaster University

Administrative Assistant, Academic (III) - JD0677
Department of Mechanical Engineering
 

Engineering a Brighter Future
https://www.eng.mcmaster.ca/about-us/strategic-plan/

About the Faculty:

Ranked among the top engineering schools in Canada and worldwide, the Faculty of Engineering has a reputation for innovative programs, cutting-edge research, leading faculty, and aspiring students. Engineering faculty, staff, and students at McMaster pursue research and learning in more than 22 research centres, institutes and networks whose interdisciplinary pursuits cross-departmental and faculty boundaries. Outside the University, we regularly collaborate on research projects with partners in universities, the government and more than 100 companies in Canada and abroad.

About the Department:

The Department of Mechanical Engineering at McMaster University is a dynamic and research-intensive academic unit within the Faculty of Engineering. As the third largest program in the Faculty of Engineering, the department supports more than 650 undergraduate students and 120 graduate students. The department is composed of a vibrant community of faculty, technical, and administrative staff dedicated to advancing knowledge and training the next generation in the analysis, design, manufacturing, and maintenance of mechanical systems. Our faculty are addressing real-world challenges in areas including advanced manufacturing, biomechanics, energy and fluid systems, mechanics and design, and smart systems. Through a strong commitment to experiential learning, interdisciplinary collaboration, and innovation, the department fosters an inclusive and collegial environment that supports academic excellence, impactful research, and professional growth.

About the Position:

The Department of Mechanical Engineering is seeking an Administrative Assistant, Academic (III) for a 14-month contract appointment. Reporting to the Academic Department Manager and working closely with the Associate Chair, Graduate, the successful candidate will play a key role in supporting the effective administration and promotion of the Department’s Graduate Studies Program while contributing to an exceptional graduate student experience.

As a core member of the department’s administrative team, the Administrative Assistant will coordinate graduate admissions, student onboarding, course scheduling, curriculum updates, scholarship competitions, and student academic milestones, including comprehensive examinations, supervisory committee meetings, and thesis defenses. The incumbent will serve as a primary point of contact for prospective and current graduate students, providing guidance on program requirements and policies, and acting as a liaison between students, faculty, the School of Graduate Studies, and the Office of the Associate Dean of Graduate Studies.

Additional responsibilities include maintaining departmental and student records, collecting and verifying data for accreditation, preparing program communications and reports, and supporting graduate program outreach through event coordination and digital communications, including website and social media updates.

This position offers the opportunity to work collaboratively with faculty and academic leaders while contributing to the success and continuous improvement of a vibrant and research-intensive graduate program.

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. 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.
• 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.

Additional Information: 

The ideal candidate is a highly organized, detail-oriented, and service-focused professional who is collaborative, adaptable, and eager to learn. They demonstrate sound judgment, professionalism, and a proactive approach to supporting students, faculty, and departmental priorities in a fast-paced academic environment. The qualified candidate will also be social media savvy with the ability to learn new technologies quickly.

The successful candidate will demonstrate:   

Core Competencies

• Excellent organizational, analytical, and problem-solving skills
•  Strong written and verbal communication skills, including the ability to prepare clear and effective communications for diverse audiences
• Excellent interpersonal skills, with the ability to build and maintain effective working relationships
•  Ability to work both independently and collaboratively within a team environment
• Proven ability to manage multiple priorities, meet competing deadlines, and maintain accuracy under pressure
• High level of professionalism, discretion, and ability to handle confidential information
•  Initiative, sound judgment, and the ability to respond creatively and effectively to resolve issues and maintain workflow

Technical Skills and Systems Experience

• Proficiency with McMaster’s academic programs, policies, and administrative systems including Avenue to Learn is considered an asset
• Experience using Mosaic/PeopleSoft Student Administration, Financial, and HR modules
• Advanced proficiency with Microsoft Office 365 applications, including Word, Outlook, Excel, PowerPoint, Forms and SharePoint
• Experience with digital communication and engagement tools, including website content management and social media platforms
• Experience using artificial intelligence (AI) tools, or demonstrated interest and comfort in learning and implementing AI technologies to improve administrative efficiency, communications, and workflow processes
• Demonstrated ability to learn and adapt quickly to new systems and technologies

This position requires a primarily on-site presence, with an expected on-campus attendance of approximately three to four days per week to support onboarding, knowledge development, and effective program administration. Kindly note that this arrangement is subject to change based on the operational needs of the Department.

NOTE: Should the successful applicant be a Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.