Administrative Coordinator

4 weeks ago


Montréal, Canada McGill University Full time

**Administrative Coordinator (Non-Unionized) JR0000039032**

Position Summary:
Reporting to the Associate Director, Academic Personnel, the Administrative Coordinator serves as the main administrative support for the Associate Director and team in place. In addition, the incumbent provides a range of support services related to administrative, financial, communications and events processes within the Academic Personnel Office.

Primary Responsibilities:

- Acts as a resource person regarding Academic 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 Academic Personnel (APO). Recommends procedural changes. Collaborates with managers and Senior Academic Administrators in establishing work priorities. Follows up on and ensures appropriate implementation of decisions.
- Assists APO Managers with academic recruitment and tasks related to the appointing of academic staff including coordination of a comprehensive filing system, drafting offer letters, collection of supporting documentation. Drafts correspondence and other short documents of a complex nature. Takes notes and types various documents such as correspondence, reports, memos.
- Coordinates and prepares academic appointments and other activities related to the academic life cycle including but not limited to reappointments, promotions, relocation support, academic administrative appointments, and emeritus professor appointments, leaves of absence, reduced load processing and conflict of interest reporting. Maintains personnel files and completes documentation. Explains procedures to follow. Ensures that deadlines are met. Track and submit documentation for signature/review to the Office of the Provost.
- Processes or reviews expense reports for academics when related relocation, travel and advances prior to submission of expense reports, ensure advances are reconciled and cleared; brings any issues to the attention of the Manager.
- Acts as telephone coordinator for the office. Maintains the lists of UPrint codes, assigns and deletes access as required.
- Carries out routine administrative tasks such as taking inventory of and ordering office supplies, sorting mail, returning merchandise, and issuing keys. Contacts resource persons concerning facilities work order request and follows up on scheduled work.
- Processes payments for casuals, Guest Speaker Remuneration, and contributions to the University. Follows-up on financial transaction issues in accordance with established policies and procedures. Prepares and processes financial payments of a routine nature for staff.
- Processes purchases and payments of invoices/requisitions for vendors through MMP, handles financial transactions and new vendor requests. Processes or reviews expense reports.
- Maintains computerized and digital filing systems and participates in their development to improve efficiency within the unit. Maintains and updates administrative files. Maintains filing systems and arranges for archiving. Track incoming mail. Receive, screen and direct telephone calls. Assists with special projects.
- Provides back-up to other Administrative Coordinator within the APO

Other Qualifying Skills and/or Abilities
- McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing._

Minimum Education and Experience:
DEP 5 Years Related Experience /

Annual Salary: $51,450.00 - $57,170.00 - $65,750.00

(MPEX Grade 01)

Hours per Week:
33.75 (Full time)

Supervisor:
Associate Director Academic Personnel

Deadline to Apply:
2023-06-30

**Salary**: From $51,450.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site gym
- Wellness program
- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Montréal, QC H3A 0G4: reliably commute or plan to relocate before starting work (required)

**Education**:

- AEC / DEP or Skilled Trade Certificate (preferred)

**Experience**:

- Administrative experience: 5 years (required)

Work Location: In person

Application deadline: 2023-06-30



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