Administrative Coordinator

2 months ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Faculty / Unit: School of Continuing Studies (SCS), Adaptive and Integrated Learning and Indigenous Relations Initiative Division

Adaptive and Integrated Learning and Indigenous Relations Initiative Division of the SCS is seeking an Administrative Student Affairs coordinator to support the School’s work with, in, and about First Nations, Métis, Inuit, and other Indigenous communities. This position is for someone who wants to work in a dynamic environment, non-routine activities, be involved in reconciliation and looking for a gratifying and meaningful work. Launched in 2020, the Indigenous Relations Initiative is part of a broader commitment to reconciliation and the process of establishing and maintaining a mutually respectful relationship between Indigenous and non-Indigenous peoples. This position has been created to respond to various tailored programs and partnerships with Indigenous Communities in Northern Quebec and across Canada.

This position is supported by several partnership and grant agreements, and paid totally from the grant fund.

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 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.- 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.- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.- 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:

- Lived personal and professional experience grounded in Indigenous perspectives as informed by personal familiarity and/or professional experience with/in Indigenous communities, organizations, and institutions.
- Excellent knowledge of Indigenous culture and post-secondary transitional issues.
- Experience working with Indigenous, underserved, or underrepresented learners, particularly adult learners.
- Demonstrated interest and knowledge of Indigenous history, language and culture.
- Strong written and oral communication skills (English and French). Mohawk, Cree, Inuktitut language or and knowledge of First Nations or Inuit language an asset.
- Excellent cross-cultural communication skills (verbal and written); ability to communicate information in a clear, consistent and courteous manner.
- Excellent knowledge of using and troubleshooting problems with MyCourses, Zoom Conferencing, Banner, and Microsoft Office - Outlook, Word and Excel.
- Must be available to work evenings and/or weekends.
- Demonstrated ability to create content and monitor activity on corporate Facebook and social media tools to communicate with remote communities and raise program awareness.
- Excellent organizational and presentation skills.
- Ability to prioritize, meet deadlines and solve problems.
- Ability to work effectively in diverse team environments.
- High level of attention to detail, accuracy and confidentiality required.
- Demonstrated tact, diplomacy and objectivity.
- Ability to relate

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