McGill University

Administrative coordinator (JR0000015229)

  • Full Time

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Teaching and Learning Services is seeking candidates for the position of Administrative Coordinator.

Summary of the position:

Under the direction of the immediate supervisor, provide administrative and secretarial support. Participate in ensuring the proper functioning of unit operations. Act as a resource person for policies and procedures. Administers unit accounts. Help organize the unit’s activities. Responsible for the documents and files of the unit. Maintains computerized information systems.

Duties and Responsibilities:

Act as a resource person regarding unit policies and procedures. Resolves issues in the area of ​​responsibility. Consult relevant documentation and liaise with the appropriate contacts to obtain and provide information on diverse and complex issues.

Participate in the proper functioning of the unit. Recommend procedural changes to allow the unit to operate more efficiently. Collaborates with supervisor and others in setting work priorities. Ensure the follow-up and appropriate implementation of decisions made by the supervisor.

Updates, prepares and coordinates the publication of documents such as publicity brochures, departmental manuals and annual reports. Write correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Sign certain documents.

Maintains the supervisor’s agenda. Fix appointments, remind supervisor of appointments and organize schedule according to priorities.

Provides information to callers and visitors. Determines the reason for the call or visit and prepares the necessary documents. Directs callers and visitors to the appropriate contacts. Evaluates the need for intervention from other resource persons and organizes appointments as needed.

Filters and sorts mail. Prepares files by attaching the appropriate supporting documents and researching the required information. Respond to inquiries in the area of ​​responsibility. Notes the actions required and ensures follow-up.

Schedule meetings, contact participants and book meeting rooms. Help with the preparation of the agenda. Attends meetings, takes minutes and follows up on decisions in the area of ​​responsibility.

Coordinates arrangements for events such as seminars and conferences. Make travel arrangements.

Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Act as a resource person for the use of software. Explains and demonstrates the use of software, resolves problems in the area of ​​expertise and liaises with IT contacts as needed. Maintains and updates administrative records. Maintains filing systems and organizes archiving.

Maintains inventory and purchases supplies and equipment. Supports the maintenance of office equipment. Sells certain items such as course notes and maintains the cash register.

Uses standard office equipment such as a personal computer, typewriter, calculator, copier and fax machine.

The list of tasks and responsibilities described above is representative and not a complete and detailed list of tasks that can be performed by an employee whose position corresponds to this generic position description.

Education experience:

DEP (Secretariat / Office Systems )

Four (4) years of related experience

Other qualifying skills and abilities:

Excellent organizational skills and a proven ability to multitask in a complex, team-oriented office environment. Excellent writing skills in English. Must possess strong customer orientation and service oriented skills with a proven ability to receive, retain and transmit information clearly and effectively to all levels of the organization. Demonstrated ability to provide support for various administrative activities; maintain paper and electronic filing systems; manage inventory; proven ability to take initiative, resolve issues within area of ​​responsibility, and multitask and prioritize to meet multiple deadlines. Demonstrated discretion in handling confidential information. Proven ability to work in a PC environment using word processors, spreadsheets, databases, presentation software, email, Banner (FIS, SIS), Minerva and the Internet . Spoken and written French is an asset.

To apply, please submit your complete application through Workday, including your cover letter and CV by January 16, 2022 .

Before applying, please review the guidelines for Internal Applicants (employees with an employee currently active in Workday) or, if applicable, External Applicants (all other applicants) to ensure your application is successful and successful. If you have any questions, please contact sydnee.goodrich@mcgill.ca.

Minimum Education and Experience:

DEP – Office automation systems 4 years Related experience / DEP – Secretarial studies

Hourly Salary:

(AAPNEUM – Level 09J) $ 23.17 – $ 31.97

Hours per Week:

33.75 (Full time)

Supervisor:

Program Supervisor (ER)

Position End Date (If applicable):

2022-12-31

Deadline to Apply:

2022-01-16

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons / visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities . McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca .

Job Overview

McGill University

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