Administrative Coordinator

McGill University • Montreal, QC

1d • CA$29 - CA$36 • Hybrid

About The Position

Under the direction of the Administrative Supervisor, the Administrative Coordinator will provide administrative and secretarial support to the Faculty of Arts Administrative Service Centre 2. Participates in ensuring the smooth functioning of the unit’s operations.

Requirements

• Demonstrated organizational skills and attention to detail.
• Experience working in operations with a basic knowledge of accounting and human resources.
• Experience organizing events.
• Demonstrated ability to proof-read text or edit documents using appropriate spelling, grammar, and punctuation.
• Must be client-focused and service oriented, with a proven ability to work autonomously and as a member of a team.
• Demonstrated ability to work in a PC environment, using a variety of software tools and platforms (word-processing, spreadsheets, databases, presentation software, Banner, (FIS, SIS, HRIS), Minerva, MMP, Lenel, email, web navigation and web maintenance).
• Strong experience with web site editing.
• Demonstrated ability to take initiative, problem-solve and organize work.
• Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Ability to lift up to 25lbs (archive boxes, office supplies, organization of storage rooms).
• DEP - Secretarial Studies
• 4 Years Related Experience / DEP - Office Systems

Responsibilities

• Acts as resource person regarding the unit's policies and procedures.
• Resolves problems within area of responsibility.
• Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
• Participates in ensuring the smooth functioning of the unit.
• Recommends procedural changes to enable unit to function more effectively.
• Collaborates with supervisor and others in establishing work priorities.
• Follows up on and ensures appropriate implementation of decisions made by supervisor.
• Updates, prepares and coordinates publication of documents such as posters, publicity brochures and handbooks.
• Drafts correspondence and other short documents of a complex nature.
• Formats documents and edits for grammar, spelling and accuracy.
• Takes notes and prepares various documents such as correspondence, reports, memos.
• Coordinates loans of departmental AV equipment; provide guidance and assistance with use of audiovisual equipment.
• Provides information to callers and visitors.
• Directs callers and visitors to appropriate resource persons.
• Assesses need for intervention of other resource persons and arranges appointments as necessary.
• Schedules meetings, books rooms for meetings and events within the unit.
• Assists in the organization of unit activities.
• Coordinates arrangements for events such as lectures and conferences.
• Makes travel arrangements.
• Books catering, equipment rental and venues.
• Prepares and disseminates information concerning events via emails, departments websites and posters.
• Updates information to the web-site.
• Maintains content to ensure information is accurate and complete.
• Maintains department listservs.
• Coordinates facilities requests for maintenance.
• Notes required actions and ensures follow-up.
• Processes requests for electronic access to department spaces.
• Assists with logistics for office moves.
• Updates signage.
• Maintains filing systems and arranges for archiving.
• Ensures inventory and purchases supplies and equipment.
• Arranges for servicing of office equipment.

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