Administrative Coordinator

McGill University

6d•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

DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Experience required with reception duties or in hospitality services.
Strong organizational skills and attention to detail.
Proven ability to work under pressure, multi-task, meet deadlines and to work as part of a team.
Service-oriented with proven ability to deal with a diverse range of individuals (students, administrative staff and technicians, professors, researchers, etc.).
Demonstrated ability to transmit and receive information clearly and accurately.
Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets, Minerva, Banner, MS Teams, Zoom, etc. and to work with reports and statistics.
Experience with BSAC (student stipends), McGill Marketplace, expense reports and supporting student affairs activities.
Knowledge of French and English.
Must be authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
English communication both verbally and in writing at a level # 4 on a scale of 0-4.

Nice To Haves

Familiarity with the McGill Web Management System is considered an asset.

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.
Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, and absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.
Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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