Administrative Coordinator

McGill University

1d • CA$29 - CA$36 • Hybrid

About The Position

Under the supervision of the Student Affairs Officer, the Administrative Coordinator provides comprehensive administrative support to the Director of the School of Physical and Occupational Therapy (SPOT). This role acts in support of the Director’s effectiveness, coordinates the day-to-day operations of the Director’s office, facilitates governance and committee work, coordinates school-wide communications and events, and ensures the smooth running of school administration.

Requirements

• Ability to prioritize multiple requests and conduct comprehensive evaluation of issues to determine priorities.
• High level of professionalism and discretion.
• Experience with planning meetings and events.
• Ability to work both independently and as a team player.
• Flexibility to adapt to tight deadlines, frequent changes, and demands.
• Meticulous in documenting follow-up actions regarding ongoing files.
• Proven ability to work with computer applications, including Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, etc.).
• Proficiency in English and French, spoken and written.
• DEP - Secretarial Studies with 4 Years Related Experience / DEP - Office Systems.
• Authorized to work in Canada and willing to work in the province of Quebec.
• English communication skills (verbal and written) at a level assessed as # on a scale of 0-4.

Responsibilities

• Proactively coordinates the Director’s calendar, protecting time for deep work, writing, and preparation; anticipating conflicts; and aligning scheduling with key academic activities. Organizes meeting requirements (AV, catering, files).
• Prepares concise pre-meeting briefing notes with relevant background, key participants, objectives, and documents.
• Assists the Director and Associate Director with travel arrangements and expense report inquiries.
• Drafts first versions of correspondence on behalf of the Director for review and signature.
• Edits and formats official documents and letters; coordinates the Director’s signature process and signing authority protocols.
• Screens and prioritizes incoming correspondence and requests, responding independently where appropriate and flagging items requiring the Director’s attention.
• Processes confidential filing systems (electronic and physical) for the Director’s office; archives, scans, and shreds documents.
• Provides comprehensive support to various committees, including scheduling, preparing documentation, circulating minutes, and following up on action items.
• Coordinates academic search processes, including preparing candidate dossiers, contacting references, scheduling interviews, booking travel, and sending communications.
• Ensures a professional and welcoming experience for all candidates throughout the recruitment process.
• Coordinates the annual merit exercise, including collecting reports, organizing dossiers, scheduling meetings, filing evaluations, and coordinating follow-up communications.
• Drafts and sends notices and announcements. Maintains contact list and email listservs.
• Acts as a first point of contact for inquiries via email and in person, referring individuals appropriately.
• Collaborates with the Director to prepare the SPOT Annual Report, including updating information, compiling data, drafting text, and performing layout.
• Maintains the SPOT website, keeping content current and accurate.
• Assists in coordinating events, which may include scheduling, creating invitations, recording RSVPs, creating name tags, ordering food, and setup/takedown.
• Supports student-organized events.
• Acts as a resource person for photocopiers and uPrint cards.
• Liaises with IT services and AE regarding network access, phones, and internet issues.
• Coordinates assistance for building issues such as repairs.
• Receives and distributes mail for the School, and updates mailboxes.
• Maintains inventory of office, event supplies, water, and coffee; orders and organizes supplies.
• Processes all School-related orders on the procurement system.
• Coordinates non-course related room bookings.
• Provides building access support by granting or removing accesses or liaising with BIMO. Orders replacement keys.
• Updates name plates outside offices and orders business cards.
• Archives, scans, and shreds documents.

Benefits

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree