Program Administrator

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.

Program Administrator

JD 0385

Unit/Project Description: The Department of Health Research Methods, Evidence, and Impact (HEI) is currently welcoming applications for a full-time Program Administrator to join our team! This is an excellent opportunity for an experienced educational administrator to join us in an essential support role for the Master of Public Health (MPH) program.

Located within the Faculty of Health Sciences, the department was established in 1967 as Canada's first Department of Clinical Epidemiology and Biostatistics, now world renowned for its work and known as HEI. The department has achieved its international reputation by conducting quality clinical research through rigorous, scientifically valid research methods and application, in addition to its strong educational programs that have grown to include graduate programs in health research methodology, public health, health policy and eHealth, graduate diplomas in Clinical Epidemiology and Community and Public Health, as well as a Public Health and Preventative Medicine Residency Program.

The MPH, with its home in HEI, Faculty of Health Sciences was launched for the first time in September 2015 with an inaugural class of 25 full time and 5 part time students. The program continues to attract a wide range of graduate and professional learners. Students complete core and elective courses over the Fall and Winter terms and choose either a practicum or thesis option. Faculty supporting the program are primarily based in HEI with additional faculty across Health Sciences and the University. Public Health and Health System practicum sites are primarily in the Greater Hamilton Area, throughout Ontario, with some international site placements.

The position of Program Administrator will report to the Director of Administration and work closely with the PMP Program Director. It requires a resourceful, motivated, results-oriented professional with a demonstrated knowledge of, and experience with, curriculum management and student placement, and someone who works effectively in a team environment.

Job Summary: Accountable for developing, implementing, and maintaining the efficient operation of an academic program or department. Responsible for providing overall administrative direction including coordinating all aspects of the program such as curriculum administration, implementation, promotion, recruitment, admissions, resource management, and financial management. Requires independent decision making within a delegated area of authority and the exercise of leadership in the management of support services.

Purpose and Key Functions:

• Use existing admissions criteria to assess program applications and determine which applications are declined admissions and which are eligible for acceptance.
• Provide administrative direction regarding the goals and objectives of the program by examining, reviewing, and assessing long-term and immediate needs.
• Identify and analyze problems with the program and prepare recommendations for review and approval by the program Director.
• Collect, analyze, assess, and summarize information relevant to the decision making process and develop recommendations for final approval and implementation.
• Advise registered and prospective students of program options and requirements which requires maintaining knowledge of course and program curriculum.
• Counsel students to ensure that they understand that course and program selections adhere to established academic, prerequisite, and graduation requirements.
• Assess student priority for limited registration in courses and provide suitable alternatives to meet degree requirements.
• Provide students with information regarding program policies and information about program requirements.
• Review and evaluate academic records to ensure students are eligible to continue in and graduate from the program.
• Investigate questions and resolve problems concerning program, curricula, and admissions.
• Act as a mediator between faculty and students when dealing with various issues, including but not limited to, special accommodations, scheduling conflicts, grades.
• Gather and compile information required for a variety of documents and reports, including but not limited to, program accreditation, enrolment, and degree audits.
• Develop estimates of time, resources, and budgets for various program activities and events.
• Develop the program budget for review and approval. Implement and maintain the program budget.
• Create financial projections and makes adjustments to the program budget throughout the fiscal year.
• Exercise appropriate controls, monitor, and reconcile accounts.
• Develop marketing and advertising brochures for a variety of purposes, functions, and events.
• Promote the program to visitors and representatives both internal and external to the University.
• Represent the program at various recruitment events.
• Create content for the program website.
• Update information and maintain the website.
• Survey and monitor academic programs offered by competing institutions and conduct research into pedagogical practices.
• Conduct student surveys to ensure that academic programmes are meeting the needs and objectives of both the student and the program.
• Prepare and deliver presentations.
• Facilitate meetings with, including but not limited to, program stakeholders and student groups.
• Plan and coordinate arrangements for annual events and meetings.
• Source pricing information and independently makes decisions regarding the purchase of equipment and supplies for the program.
• Input financial and other information required to process payroll.
• Update and maintain student records and databases.

Supervision:

• Ongoing responsibility for hiring and supervising up to 9 casual employees at any one time.
• Occasionally provide orientation and show procedures to others.

Qualifications:

• Bachelor's degree in a relevant field.
• Requires a minimum of 3 years of relevant experience.

Assets:

• Experience with FHS SGS Graduate School Policies and Scholarships is considered a strong asset.
• Experience coordinating admissions application reviews
• Previous experience working in a university environment is an asset.

Additional Information:

In collaboration with the Director of Administration and in partnership with the Program Director, MPH, the incumbent will:

• develop, establish, maintain relationships with program partners (practicum site organizations etc, academic supervisors.).
• coordinate the pre-placement process for graduate students, including monitoring student progress and following up as required.

The incumbent will also:

• support other program staff with operations of the program (i.e., curriculum, InPlace the placement management software etc.).
• assist with program re-imbursement receipts.
• process student stipend payments.
• ensure proper affiliation agreements are in place and valid for each placement.
• Perform other duties as assigned.

The successful candidate must have/demonstrate:

• High attention to detail.
• Strong organizational skills and time management.
• Strong written and oral communications skills.
• Ability to collaborate within a team environment.
• Adaptability and resourcefulness.
• Exceptional problem-solving skills.
• Advanced computer skills in Microsoft Office (i.e., Word, Excel, PowerPoint, etc.)

To apply for this job, please submit your application online.

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 -HR (22247), or
• Faculty of Health Sciences HR Office at ext. 22207, or
• School of Graduate Studies at ext. 23679

to communicate accommodation needs.

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.

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.