Admissions Assistant (Undergraduate Medical Education)

Job ID

77049

Job Title

Admissions Assistant (Undergraduate Medical Education)

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/07/06

Job Type

Continuing

Close Date

2026/07/26

Employee Group

Unifor Unit 1, Staff

Favorite Job

Department

FHS Educ Md

Full/Part Time

Full-Time

Salary Grade/Band

Grade 6

Salary Range

$26.99 - $38.03 (hourly)

Job Code

JD0962

Existing Vacancy

Yes - Backfilling as Existing

Target Number of Openings

Hours per Week

Posting Details

Schedule

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

Anticipated Start Date: August 2026

Education Level

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

Career Level

Experienced

Admissions Assistant

JD 0962

Unit/Project Description: The Undergraduate Medical Education (UGME) Program is a three-year multi-campus MD Program. The Admissions Assistant will work closely with and offer support to the Admissions and Enrollment team to assist with the recruitment and admissions process for the program and facilitate the registration and enrollment for our medical learners.

The UGME Program is accountable to internal and external oversight bodies (e.g., AFMC, MCC, CACMS, University Senate, etc.) and the work undertaken by the Admissions Assistant, in collaboration with Program Coordinator and Manager, UGME Admissions and Enrollment, is often sensitive, confidential, of high reputational value to the University, and in need of timely pursuit and completion. This position reports to the Manager, UGME Admissions and Enrollment.

Job Summary: Responsible for the timely processing of undergraduate applications, application distributions and processing of application decisions and communications. The job requires identifying problems with received applications, analysis of complex situations and information using specific criteria, and the proper and accurate correction of errors.

Purpose and Key Functions

• Conduct multiple daily processes to download and post high volumes of application data from the Ontario Universities Application Centre (OUAC) to the Mosaic/Admissions database.
• Perform all processes required to create the physical file for each non-Ontario High School application.
• Review, analyze and correct application information received on a daily basis from OUAC.
• Maintain, update and process applications, including but not limited to coding of application offers and conditions attached to the offers, correction of bio-demo data, denials of admission, program changes, etc.
• Review and identify discrepancies in all non-Ontario types of applications and determine the coding required to correct or adjust data in the system.
• Analyze daily error reports and correct application records.
• Review application data and ensure the data complies with established application requirements.
• Create a variety of documentation including but not limited to procedural manuals and correspondence with applicants as well as correspondence with other faculties and departments in the university community.
• Contact Associate Deans offices regularly to determine accuracy of admission decisions and conditions made by those offices external to the Admissions unit, to ensure compliance with Admission policies.
• Calculate cumulative Admission averages for determination of Scholarship eligibility.
• Work closely with Student Financial Aid & Scholarship, to ensure the integrity of scholarship eligibility for all new admits to the university.
• Respond independently to inquiries (in-person, via phone and email) that require a thorough knowledge of undergraduate Admission requirements, policies and procedures.
• Work closely with the computer Systems Manager to ensure data integrity and resolve complex suspended data from OUAC application distributions.
• Confer daily with multiple Admission Officers and Associate and Assistant Registrars regarding admission decisions, conditions and policies/procedures.
• Provide admission processing training and policy information to temporary staff.
• Update and maintain tables and data within system.
• Safeguard the confidentiality of all applicant information and records.
• Participate in recruitment activities both on and off campus throughout the year.
• Attend and participate in weekly staff meetings and contribute regularly to process changes within the department.

Supervision

• Ensures adherence to quality standards and procedures for short-term staff.
• Occasionally provides orientation and shows procedures to others.

Qualifications

• 2 year Community College diploma in Office Administration, or related field.
• Requires a minimum of 2 years of relevant experience.

Assets

• Previous experience working in a university environment providing admissions and enrollment support is an asset.

Additional Information

This position will also require the successful applicant to have:

• A strong understanding of admissions regulations with a comprehensive knowledge of the review of applications by an admissions team to ensure consistency and fairness
• Experience with applicants applying through equity streams, external contracts and those requesting disability-based consideration
• Experience with applicant recruitment including written communication, participation in outreach programs and presentations (both in-person and virtual)
• Experience designing, administering and analyzing surveys, study questionnaires and research data pulls
• Experience with student onboarding and registration. This includes verification of enrolment, ensuring good standing of all students (630+) and verification of degree completion as well as issuance of ID badges and scrub access through hospital systems. Advanced organizational skills are required to ensure admissions and enrolment schedules are adhered to and successfully met
• Experience building and maintaining working relationships with a variety of stakeholders including Student Financial Aid & Scholarship to ensure tuition deposit requirements are met.
• Experience writing a variety of documents (i.e. reports, correspondence, minutes, etc.)
• Experience supporting program planning committees
• Experience training and mentoring support staff, providing lead-hand supervision, and acting as first point of contact with regard to issues related to UGME program admissions and enrolment
• Working knowledge and experience taking initiative to improve processes and develop new processes to adapt to changing conditions
• Strong computer program knowledge and skills, including databases, presentation and graphics applications
• Superior interpersonal and communication (oral and written) skills, problem solving skills, self-directed abilities, strengths in multitasking, independent function and sound judgement
• Experience handling a diverse workload in a very busy environment
• Proven experience meeting multiple and simultaneous deadlines and demonstrated ability to perform equally well individually and as part of a team
• Knowledge of quality improvement and change management processes is desirable

This position may require you to travel and to work outside of your regular work schedule including evenings and weekends to meet operational demands.

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.

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 Sign in to view email 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.