Administrative Coordinator

2 weeks ago

Montreal, Quebec, Canada McGill University Full time
Please refer to the

job aid for instructions on how to apply.

About the Unit:


McGill Student Services offers a variety of services aimed at promoting student success and overall well-being for our students at Macdonald ("Mac") Campus.

While Mac campus students are eligible to access all services on the Downtown Campus, many services are also offered locally at Mac to better meet the needs of Mac students.


Position Summary:
Under the direction of the immediate supervisor, provide administrative and secretarial support. Participates in ensuring the smooth functioning of the unit's operations. Acts as a resource person for policies and procedures. Coordinates activities for accommodated exams. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and unit files. Maintains computerized information systems.

Major Duties and Responsibilities:
Administration

  • Acts as a resource person for Student Services, Macdonald Campus.
  • Provides detailed information about all aspects of Student Services and the University.
  • Provides information to students on often sensitive or confidential issues and facilitates appropriate referrals.
  • Books appointments for the Student Wellness Hub (physician, counsellor, nurse and dietician).
  • Supports registration on Macdonald clinic days for the Student Wellness Hub.
  • Provides administrative support to the unit.
  • Assists with the implementation of administrative procedures to enhance the efficiency of the office.
  • Orders office supplies via MMP.
  • Processes cash payments for the Student Wellness Hub (SWH) for fees owed by students (cancellation/noshow or physician appointment); produces related invoices.
  • Keeps track of bookings of Macdonald Campus offices on the StuServ calendar.
  • Books rooms for meetings of S2 Administration.
  • Acts as a Commissioner of Oaths for Student Services.
  • Helps in the training of the Service Representative.
  • Helps with Student Services Orientation Information Session and Luncheon for 1st year Students.
  • Performs related duties, as required.
Accommodated Exams

  • Coordinates requests for accommodated midterm exams, tests, and final exams on behalf of Student Accessibility and Achievement (SAA) at Macdonald Campus.
  • Reserves rooms across campus for students needing exam accommodations. Coordinates the confidential printing, storage, and delivery of examination papers.
  • Oversees and coordinates the timely delivery of exam materials to the department/faculty member. Responsible for packing exams and maintaining exam delivery records.
  • Ensures that invigilators are informed of the accommodations for the specific student.
  • Liaise with Professors when there are discrepancies with information given by students and updates requests in Clockwork.
  • Creates exam requests on Clockwork for late requests & accommodation changes.
  • Makes sure all equipment, licenses and materials for accommodations are ordered from SAA and are functional.
  • Ensures there are enough PCs for finals (based on the number of students who need them) and contacts SAA to supply the right amount.
  • Using a template, prepares confidentiality agreements for asynchronistic exam accommodations and for students permitted to use their own personal devices during an exam.
  • Drop off envelopes and materials at the Security Office in advance for the next day's exam start.
  • Picks up exam envelopes and materials at the Security Office in the morning from a late exam the night before.
  • Prepares and prints SAA packages: SAA package includes exam cover sheet, exam signature sheet, invigilator checklist, professor contact log, washroom log, stopwatch log, incident report, and exams.
  • Ensures invigilators sign in & out on the day of their shift on the SAA device.
Other Qualifying Skills and/or Abilities

  • Must be clientfocused and serviceoriented, with a proven ability to build good working relationships with staff, students and faculty, and the ability to deal with students in crisis and assist with complex problems.
  • Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
  • Must be selfdirected and able to work autonomously and as part of a team in a dynamic and deadlineoriented environment.
  • Demonstrated ability to provide support for various administrative activities.
  • Proven planning, multitasking, and prioritysetting skills.
  • Ability to adapt quickly; must demonstrate flexibility in the performance of tasks.
  • Precision and attention to detail.
  • Excellent interpersonal skills with a proven ability to deal with confidential and/or sensitive situations with discretion, tact, and diplomacy.
  • Expertise working with one or more specific populations including Indigenous, international, or other marginalized populations, an asset.
  • Proven ability to track and provide statistics to supervisor on a regular basis.
  • Demonstrated ability

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