Administrative Coordinator

1 month ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

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.
- 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.
- 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.
- 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.
- Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.
- Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.

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:
Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients and deal effectively and diplomatically in sensitive situations. Effective communication skills with the ability to clearly transmit and receive information. Demonstrated initiative, organizational skills and excellent attention to detail. Demonstrated ability to resolve problems. Experience organizing meetings, events and taking accurate minutes. Proven ability to prioritize and multi-task to meet strict deadlines. Proven flexibility in order to adapt to frequent changes and demands. Proven ability to work in a fast pace environment. Demonstrated ability to work independently and as part of a team. At ease working in a PC environment using word-processing software, spreadsheets (Excel), presentation software (PowerPoint), databases. Experience with website design and social media updates. Fluently bilingual: English and French (spoken & written)
- 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._
- Minimum Education and Experience:

- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:



(MUNACA Level F) $28.56 - $35.40
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Assoc Director Administration
Position End Date (If applicable):

Deadline to Apply:

- 2023-02-02
- ._

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