Administrative Coordinator

McGill University•Montreal, QC

3d•Hybrid

About The Position

Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Requirements

Demonstrated organizational skills and ability to multi-task.
Attention to detail.
Ability to prioritize and meet deadlines.
Demonstrated ability to clearly transmit and receive information.
Proven ability to write and edit correspondence and reports using appropriate spelling, grammar and punctuation.
Demonstrated ability to work in a PC environment using spreadsheets, databases and word-processing applications and email.
English and French, spoken and written.
DEP - Secretarial Studies
4 Years Related Experience / DEP - Office Systems

Nice To Haves

Experience with an academic environment specific to a music school, an asset.

Responsibilities

Acts as first point of contact for the Teaching Departments.
Acts as resource person regarding academic policies and procedures (including, students, teaching assistants, instructors, faculty, and work-study eligible students, etc).
Resolves problems within area of responsibility.
Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
Provides administrative support to the Departments of Music Research and Music Performance.
Coordinates administrative processes relating to examinations, including scheduling room bookings, liaises with Exams unit, receives and compiles information and submissions given by the Professors.
Provide support for practical exams procedures, as needed.
Schedules the Marianopolis auditions.
Assists with student registration and grade entry (practical instruction and/or practical exams).
Refers to Scheduler and/or Student Affairs Office as appropriate.
Receive and compile panelist reports.
Assists with course evaluation procedures.
Ensure follow-up according to procedures.
Performs other related data entry as required.
Performs Workday tasks as required.
Organizes and attends various meetings and/or events.
Assists with the preparation of the agenda.
Takes minutes and follows up as required.
Assists in the preparation of the departmental class schedules.
Assists with preparation of contracts for part-time staff, workload letters and related documentation for staff.
Assists with arrangements for academic recruitment.
Makes travel arrangements, as well as submits expense reports.
Compiles information, updates, formats, and edits unit publications and internal documents for grammar and accuracy.
Coordinates publication of materials in consultation with appropriate resource persons including maintaining and updating web pages and updates related databases as required.
Notes required actions and ensures follow-up.
Supports other Music units during peak periods (such as registration and exams) and covers the front desk when needed.
Performs other duties as required.

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