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Administrative Coordinator

1 month ago

Montréal QC, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Student Accessibility and Achievement

Student Accessibility and Achievement provide an array of learner support services to McGill students of all levels of study, including reasonable academic accommodations for those with documented disabilities of either a permanent, temporary, or episodic nature. They foster an accessible and inclusive university experience for McGill’s diverse student population in collaboration with other Student Services and the wider McGill community through resources and services.

Position Summary:
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.

Major Duties and 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 publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
- 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.
- Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
- Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

- Possess an understanding of and sensitivity to the needs of students with disabilities.
- Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
- Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly, efficiently, effectively and respectfully with diverse stakeholders.
- Must be accurate and possess superior attention to detail.
- Demonstrated ability to provide support for various administrative activities, including administration of accommodated exams.
- Proven ability to work autonomously and as a member of a team.
- Excellent problem-solving skills, demonstrated ability to assess and appropriately react in stressful situations.
- Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
- Proven discretion in dealing with confidential information.- Knowledge of French and English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 3 (advanced) on a scale of 0-4.
- Minimum Education and Experience:

- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:

(MUNACA Level F) $29.42 - $36.46
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Exam Centre Manager
Position End Date (If applicable):

2025-04-30
- Deadline to Apply:

- 2024-11-06
- ._