HR Coordinator - Facility Services at McMaster University

Job ID
73529

Job Title HR Coordinator - Facility Services

Regular/Temporary Regular

Location
Central Campus

Open Date 12/21/2025

Job Type Limited Term (>12 months)

Close Date 01/13/2026

Employee Group TMG Favorite Job

Department HR Strategic Partners

Full/Part Time Full-Time

Salary Grade/Band Band G

Salary Range $54778.00 - $67298.00 (annual)

Contract Duration 19.1 Months

Existing Vacancy Yes - Backfilling as Existing

Hours per Week 35

Target Number of Openings 1

Job Code 010296

Posting Details

We are currently seeking a Human Resources Coordinator for an 18-month career growth opportunity to guide and support our Facility Services portfolio.

DEPARTMENT DESCRIPTION

HR Mission: As value-added service partners we cultivate human potential and champion an inclusive culture by: Enabling University strategy; Collaborating with our community; Delivering service excellence; and Empowering learning & growth.

McMaster University is multi-faceted with multiple locations and constituencies. As a result, Human Resources support and services at McMaster have developed over time to meet a spectrum of stakeholder needs. The Human Resources Services team consists of functional units such as HR Operations (Payroll and Data Management, HR Client Services, HR Systems Strategy, Reporting and Analytics), Talent, Equity & Development, Employee & Labour Relations, Total Compensation, and Health, Safety & Risk Management, who enable the delivery of comprehensive Human Resources programs and services in collaboration with leaders, HR area offices and HR practitioners across our community.

The Facility Services team proudly cares for over 67 campus buildings, encompassing approximately eight million square feet of space across 377 acres of land. Our team operates around the clock, managing over 50 active construction projects at any given time and completing more than 12,000 service requests annually. Our team of 350 hardworking, devoted, and diverse professionals takes immense pride in supporting a world-renowned teaching and research institution. We are dedicated to serving the campus community by delivering excellence across our areas of operation, developing innovative solutions and focusing on customer service. As responsible stewards of the university’s resources, we ensure the highest standards in everything we do. Facility Services includes the following offices and departments:

The Office of Sustainability, Design and Construction, Maintenance Services, Custodial and Grounds, Mail and Logistics, Utilities, and Financial Services. These teams provide essential campus services, including building maintenance, capital projects, custodial services, customer services, energy conservation, engineering design services, finance, fleet management, grounds, mail and logistics, sustainability, utility production and distribution, and waste management and recycling. Our internal communications, human resources, finance, and information technology staff support these operations.

The HR Coordinator provides dedicated and embedded operational HR support including coordination of the Facility Services team’s core human resources activities and transactional matters. The HR Coordinator will collaborate with front line leaders and administrators as well as HR leaders and Centres of Expertise to ensure an inclusive, positive, and productive workplace culture and optimal alignment of staff resources with evolving needs. They will also assist in the design and delivery of strategic HR, Talent, and EDI priorities for their portfolio.

As a member of the HR team, the HR Coordinator models the values of Trust, Respect, Teamwork, Integrity, and Accountability in all their actions. They will work with other HR, academic and university partners at McMaster to explore new ways to build and sustain relationships based on collaboration and mutual trust and will participate in HR Networks and Communities of Practice to gain learning and share insights on items which will help inform future programming and process improvements.

JOB SUMMARY

The Department HR Coordinator provides Human Resources and Talent Management related services and support to hiring managers within the department. to optimally support its diverse activities in administration, education, and research.

Reporting to the HR Strategic Partner the department HR Coordinator is responsible for organizing and performing a full range of administrative duties that require a thorough understanding of established HR functions, policies, and procedures. This includes responsibility for accurately supporting department payroll and human resources transactions and providing general recruitment and onboarding support, primarily for short-term and limited-term hires. This will include coordination and facilitation of activities, meetings and documentation supporting job postings, recruitment and selection processes, general HR reporting and administration, as well as processing and monitoring of related HR eForms and other HR transactions from the department perspective.

This position is responsible for ensuring compliance with, and/or advocating for continuous improvements in, HR policies and procedures, requiring core knowledge of university policies and procedures as well as relevant external legislation (e.g. Employee Standards Act, Canada Human Rights Code, WSIA, etc.) and best practices. The incumbent will support the HRSP, Faculty leadership and Departmental administrators on HR programs and initiatives where required.

ACCOUNTABILITIES

• Recruitment/Selection/Onboarding

• Reviews and contributes to talent management and EDI practices that support the departments’ strategic plan.
• Assists with full-cycle recruitment activities; helps to develop job descriptions, job openings and postings, and supplementary materials for the posting process according to relevant University guidelines, partnering with the Talent centre of expertise as needed.
• Manages the selection process including developing assessments, screening, interviewing, reference checks and making recommendations in collaboration with hiring managers.
• Prepares and collects necessary documentation for the hiring of various employee groups (temporary/casual, Unifor, CUPE…), including but not limited to account information, letters of offer, contract extensions, and information required for payroll in partnership with Department Administrators, and liaising with HR contacts as appropriate.
• Co-ordinate recruitment, create position codes and job openings in Mosaic; co-ordinate external job postings; disseminate application materials for selection committees; co-ordinating interviews and verifying employment references
• Develops and facilitates orientation program(s), packages, policies, and procedures for all staff in collaboration with the department leadership team and Department Leader(s), engaging the Talent Centre of Expertise as required.
• Reviews orientation issues and best practices and involves appropriate groups as resources for individual orientation needs.

• HR Administration/Service Excellence

• Identifies and implements process improvements in the area of Human Resources.
• Deals with sensitive or personal information in a confidential and professional manner
• Acts as the central point for the department community for accurate and professional human resources guidance and assistance in person, by telephone, or email.
• Advises staff of annual vacation entitlement, maintains and monitors attendance and monitors attendance management.
• Ensures effective records management for all areas of HR, including management of personnel files and confidential information.
• Facilitates employee change processes, HR eForms and other transactions related to staff movements, hires, and terminations.
• Provide oversight on department’s staff time entry and approval procedures, ensuring training is provided and discrepancies are resolved bi-weekly payroll.
• Act as back-up for payroll time entry & approval during managers’ absence
• Coordinates required HR reporting and audit requirements.
• Coordinates reporting and documentation related to leaves of absence and accommodations for staff in accordance with policies, procedures, and collective agreements where applicable.
• Documents and maintain administrative procedures and processes.
• Assist employees with the completion of employment and human resources forms (tax forms, LOA request forms, employment verification requests, tuition reimbursements etc)
• Collect, review & process premium payments within the department

• Training & Development

• Assists in the coordination of HR training to department staff supervisors as needed, working with the HRSP and other HR Centres of Expertise.
• Champions new HR initiative launches within portfolio (i.e. new system workflow enhancements, new program/policy implementation), ensuring awareness of upcoming initiatives, and supporting teams through required change.

• Health and Safety

• Coordinates health and safety programs, advises on and monitors compliance to required health and safety training, working alone policy, emergency evacuation procedures, and incident/injury reporting
• Liaises with EOHSS and health and safety groups as necessary.
• Manages WSIB claims in cooperation with Employee Health Services and the HRSC.

• Other

• Builds strong relationships and networks across the department and the organization.
• Supports broader department administrative hub requirements.
• Actively participates in department administration meetings.
• Participates in HR Forums and HR Network sessions and events.
• Provides ongoing feedback to HRSP, HR Leaders and Centres of Expertise, regarding department HR needs and opportunities for program development, resources and to drive HR functional excellence and process improvement.

Pay Transparency Statement

Hiring Range: $54,778 - $65,671

The posted hiring range represents McMaster's typical hiring range for this position. Actual starting salary will depend on factors such as relevant experience, qualifications, internal equity, and market conditions.

Individuals with extensive experience, deep specialized expertise, and/or those who can demonstrate exceptional past performance, as applicable, may be hired at a higher rate within the full range, in accordance with the University compensation policies.

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.

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.