Administrative Coordinator

McGill University•Montreal, QC

9d•CA$29 - CA$36•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

Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities.
Must be able to demonstrate a high level of professionalism and discretion at all times.
Experience with planning meetings and events.
Ability to work both independently and as a team play
Proven flexibility in order 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, and Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, teams, SharePoint, etc...
English and French, spoken and written.
DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Authorized to work in Canada and willing to work in the province of Quebec
Level 4 English proficiency on a scale of 0-4

Responsibilities

Coordinate the processing of unranked appointments, including collecting updated CVs and sending reminders for pending approval
Schedule promotions and reappointments with Tenure Committees meetings, attend the meeting and take minutes; announcements for promotion dossier submissions and requesting reappointment dossiers
Find and schedule speakers with coordinators
Arrange Logistics – AV, Zoom, guest speaker guidance/host
Prepare travel arrangements and process reimbursements (expense reports) Recruitment for out-of-town speakers
Arrange for services related to Advertisements, translation, placement online, distribution to Canadian universities
Schedule meetings with academic candidates both virtually and in-person
Organize travel arrangements, interview/visit itinerary, host candidate during their visit
Schedule Departmental Recruitment Committee: meetings as requested by Chair, attending and taking minutes on Academic Performance evaluations
Collect TT/tenured/CAS research/Professional, and CAS Clinical questionnaires for Annual Report Assisting Department Chair
Prepare Communications to department members – meetings, announcements, Dept Executive Committee - scheduling meetings as requested by Chair, attending and taking minutes
Update and maintain information on department website
Prepare Expense reports related to dept academics (recruitment dinners, annual events) for ENT
Assist with event logistics for on-site events: order refreshments and other event catering
Collect Department mail, make room reservations for meeting, events and order supplies

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