Job ID

76070

Job Title

Law Clerk and Administrator

Regular/Temporary

Regular

Location

Central Campus

Open Date

2026/05/08

Job Type

Continuing

Close Date

2026/05/29

Employee Group

TMG

Favorite Job

Department

Office of Legal Services

Full/Part Time

Full-Time

Salary Grade/Band

Band I

Salary Range

$64179.00 - $89462.00 (annual)

Job Code

010473

Hiring Range

$64179.00 - $81605.00

Existing Vacancy

Yes - Newly Created Position

Target Number of Openings

1

Hours per Week

35

Job Description

The Law Clerk and Administrator will support lawyers in the OLS by providing professional administrative, drafting and research support with respect to University legal risk management and legal matters. This role is responsible for coordinating the delivery of office initiatives and projects, including coordinating complex and sensitive work by organizing processes, monitoring progress, and ensuring effective collaboration across parties.

The Legal Administrator works with legal counsel, senior administration, outside counsel, internal clients, external parties and court / tribunal representatives and, therefore, must personify professional courtesy, maintain current knowledge of the work of the OLS, and observe utmost confidentiality concerning discussions, correspondence and all written materials.

The Law Clerk & Administrator provide legal support to the practices of five lawyers as well as manages the budget, calendar and files of the Office of Legal Services. Specific duties include:

(a) Litigation Support

• Meeting with clients, obtaining relevant information and narratives for inclusion into relevant documents

• Drafting and reviewing pleadings, responses, Statements of Defense and related court and tribunal forms for review, discussion and filing as appropriate and working with internal lawyers to make necessary amendments and deliver final drafts of all documentation.

• Prepare materials related to legal matters including settlement documents, releases, document books, exhibits, affidavits, witness statements; take direction from internal lawyers and collaborate on the preparation of final drafts of these materials

• Assist in the production and organization of cases brought by lawyers before various internal and external administrative tribunals.

• Provide support for document searches, evidence reviews for inclusion in productions

• Manage requests from and deadlines for internal and external tribunals and courts and responsible for keeping the OLS calendar to ensure deadlines are not missed

• Research and summarize case law and other legal sources/guidance for inclusion into legal correspondence, memoranda and documentation

• Correspond with insurers and external counsel on various matters and to prepare Legal Claims reports and reports to various Board Committees on legal matters

(b) Solicitor Support

• Meeting to ascertain client requests, assess factual situation and legal issues to prepare, arrange for proper execution and distribute legal documents, such as contracts (non-disclosure agreements, liability waivers, facility use agreements, independent contractor agreements, license agreements)

• Maintain knowledge of University policies applicable to contracts (eg. contractor expenses) and ensure compliance

• Establish and maintain working relationships with internal and external parties to facilitate negotiations and obtain final executed contracts

• Maintain the legal document database; uploading and curating documents as needed, including executed contracts

• Assists legal counsel with Canadian Intellectual Property Office prohibited mark applications for the University

• Establishes and curates data rooms for large financing or development deals at the university

• Providing procedural guidance and information to University clients on the proper retention of legally important or relevant documents

(c) Budget and Legal Invoice Support

• Work with internal Finance and Budget department colleagues to liaise with external firms regarding invoices; confirm legal invoices are accurate and tracked to proper payment source (university, MIP, other external)
• Work with internal Finance and Budget department colleagues to manage fees or payments received by OLS for work performed for external sources (ie trademark registration consents)U
• Use data provided by Budget department to track monthly legal spend, analyze data and provide requested reporting; meet with finance department to assess and explain deficiencies or other anomalies
• Prepare the annual report to the Budget Committee including analyses of legal spend trends and rationale for increases or decreases

(d) Legal Office Support

• Proactively supports operational excellence by identifying and implementing improvements to processes, workflows, and use of technology to increase efficiency and effectiveness.

• Assist the University Counsel with highly confidential documents and meetings

• Independently manages legal filing for all matters in accordance with legal requirements and University policy and retention schedules, with a high degree of accuracy, confidentiality and organization

• Is a primary point of contact for the Office of Legal Services, providing highly professional office presence and triage for legal clients/matters

• Has primary responsibility for the maintenance of web content for the OLS website

• Handles highly confidential, legally privileged materials with discretion

• Enter expense reports and follow up on approvals

• Assist legal counsel and others with administrative tasks such as calendar maintenance, meeting attendances, travel arrangements, and other duties as assigned

• Transmit legal correspondence to internal clients, witnesses, investigators, external counsel and regulatory/court officials

• Manage and update the OLS website with details/ templates provided by internal counsel

• Prepare any client questionnaires or surveys

(e) Project Coordination

• Supports the coordination and delivery of complex and sensitive initiatives by organizing activities, tracking progress, and ensuring work moves forward in a timely manner.
• Works closely with General Counsel and internal partners to support and operationalize initiatives, including coordinating processes and facilitating communication across parties.
• Assists with planning and logistics for projects including scheduling, coordinating participants and ensuring alignment across involved parties.
• Prepares and maintains documentation, including tracking materials, summaries, and project records, ensuring accuracy and confidentiality.
• Develops and supports implementation of operational plans to move work forward across multiple areas of the university.
• Coordinates internal and external supports and resources required to advance project activities.

Education:

• Diploma received as Law Clerk;
• Registration or capable of being registered in Institute of Law Clerks of Ontario.

Experience

• 3 years working in a legal environment
• Expertise gained in the public sector or in the education sector is preferred.

Skills/Knowledge:

• Strong interpersonal skills combined with the ability to work effectively in a team-oriented, collaborative environment.
• Proficient in a computerized environment (i.e. Microsoft Outlook, Word, Excel and PowerPoint). Create and maintain various tracking systems.
• Familiar with scheduling meetings including preparation and distribution of agendas and other materials, booking meting rooms, arranging set up of presentation equipment, and informing participants of same.
• Strong time management, multi-tasking and organizational skills. Ability to self-manage and work independently, set priorities and meet tight deadlines and possess the initiative and have the ability to carry out instruction without detailed direction.
• Ability to communicate effectively and in a professional manner both verbally and in writing with staff, clients and legal professionals.

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.

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.