Administrative Coordinator

McGill University•Montreal, QC

16d•CA$29 - CA$36•Hybrid

About The Position

Under the direction of the immediate supervisor, the incumbent performs administrative and office support activities for the Student Wellness Hub (SWH). Acts as a resource person, specializing in support of the Mental Health Team of the SWH and provides general support for the entire SWH.

Requirements

Must be customer focused and service oriented, which includes but is not limited to being approachable, responsive, attentive and helpful.
Assists all clients with a positive attitude, tact and diplomacy while maintaining a professional manner and appearance at all times.
Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
Proven ability to be proactive and devote full attention to clientele.
Demonstrated ability to answer calls with professionalism and tact while dealing patiently and calmly with clients who are anxious.
Must be accurate and possess superior attention to detail.
Demonstrated ability to provide support for various administrative activities.
Proven ability to work autonomously and as a member of a team.
Demonstrated ability to take initiative, problem-solve and organize work within area of responsibility.
Strong organizational skills with ability to take on multiple tasks at one time, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
Proven discretion in dealing with confidential information.
Ensure that clients from diverse cultures, ethnic origins, sexual and gender identifications, religious or faith backgrounds and all types of abilities receive equitable treatment and access to Services.
Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Excel and Outlook.
English and French, spoken and written.
Level 4 (Fluent) English proficiency.
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems

Nice To Haves

Demonstrated ability to work with clinical and administrative information systems such as Titanium, Medesync, etc is a very strong asset.

Responsibilities

Provides clerical and administrative support to the SWH team, focusing on but not limited to, the Mental Health team.
Acts as a resource person regarding the Student Wellness Hub’s policies and procedures. Resolves problems within area of responsibility following collaborative care principles, consulting relevant documentation, and liaising with the Hub leadership as needed.
Reviewing the Hub’s weekly appointment wait-time forecast and flagging to the relevant members of the SWH leadership team, any areas of concern with regards to wait-times or decreased capacity.
Ensuring that clinicians’ schedules are accurate and that all unscheduled appointments are utilized.
Ensuring that new appointments are appropriately distributed across the team.
Ensuring that calendars are up to date in online booking system and assists in making any updates or changes.
Coordinating student transfer requests.
Support the processing of student record requests by preparing files, compiling required documentation, and retrieving relevant information as directed by leadership.
Assists in organizing special meetings for the SWH team by contacting participants, preparing the agenda and relevant documentation, booking meeting rooms, attending meetings, taking minutes, disseminating minutes, tracking action items and following up on decisions within area of responsibility.
Supports the Operations team in the management of vendor payments.
Assists with the preparation of expense reports and processing of PCard reconciliation.
Participates in preparation of on-boarding documents for new hires and communicates with respective parties.
Schedules on-boarding meetings with new hires by coordinating available timeslots with appropriate Hub staff members.
Acts as a resource person and assists new staff with obtaining their ID cards, keycard access and appropriate keys.
Coordinates off-boarding process for staff members. This includes termination of access and retrieval of any physical devices or items belonging to McGill (keys, computers, etc.).

Benefits

Competitive benefits package (Health, Dental, Life Insurance)
Defined contribution pension plan (with employer contribution up to 10%)
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