Administrative Coordinator

3 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Hiring Unit:
Student Housing & Hospitality Services

Position Summary:
Under the direction of the immediate supervisor, provides and preforms general office administration and organization of activities to support the operation, and scheduling of clerical staff, housing data and information, generation of related reports, develop efficient processes, problem solving and making recommendations for housing policy changes/ improvements, maintain relationships with others across the University and within SHHS (Recruitment, Campus Life and Engagement, Open House as examples).

Major Duties and Responsibilities:
Oversees the day-to day operations of the unit. Recommends procedural changes to improve unit efficiency. Follows up on and ensures appropriate implementation of decisions made by the supervisor.

Ensures that all standards are met, and procedures are followed.

Acts as resource person regarding the unit’s policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.

Attends and schedules meetings with SHHS Operations staff, Communications staff, Recruitment Office staff, etc.

Analyzes data and statistics; generates reports.

Acts as a resource for others in SHHS (ie. Operations staff, Residence Life).

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.

Assesses and resolves customer service and administrative problems. Makes recommendations to improve processes, customer satisfaction, revenue generation, etc.

Streamlines activities in conjunction with IT Services and other available resources.

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 specialized 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.

Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.

Performs and organizes activities to support the operations of the unit and to ensure important deadlines are met.

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 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 customer focused and service oriented with a proven ability to communicate clearly and effectively at all levels. Able to work in a high-volume customer service operation. Demonstrated ability to clearly receive, retain and transmit information. Proven organizational skills, ability to multi-task, accuracy, and attention to detail. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem solve, and ability to work under pressure. Demonstrated ability to work in a PC environment using work-processing, database, spreadsheets and other software such as Banner, Minerva, Crystal Reports.

Additional Information:

- 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:

Residence Admission Supervisor
Position End Date (If applicable):

2024-01-10
- Deadline to Apply:

- 2023-03-28
- ._

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