Administrative Coordinator for Academic Programs

4 weeks ago

Montreal, Quebec, Canada HEC Montréal Full time

Job Title: Administrative Coordinator for Academic Programs

Role and Responsibilities:

The Administrative Coordinator for Academic Programs plays a crucial role in delivering administrative support to faculty members and educators.

Key responsibilities include:

  • Managing the logistical elements of courses
    • Setting up and maintaining course platforms, preparing course outlines
    • Scheduling courses, practical sessions, and associated hours
    • Confirming course details with educators and disseminating pertinent information
    • Acquiring various educational resources
    • Organizing online assessments and quizzes, generating necessary reports
    • Coordinating exam schedules and case management
    • Preparing and overseeing examination materials
    • Creating Excel spreadsheets for grade aggregation
    • Collecting and distributing interim and final results, sharing updates through the institutional online platform
    • Arranging for the printing and distribution of course materials
    • Facilitating the correction process and managing requests for educational materials
  • Supporting the organization of research seminars
    • Coordinating reservations for accommodations, dining, and meeting spaces
    • Ordering promotional materials
    • Sending invitations
    • Arranging meetings with guest speakers and departmental staff
    • Managing reimbursement processes for speakers
  • Greeting students and visitors, providing information, and directing inquiries appropriately. Answering phone calls and offering assistance
  • Advising faculty on examination protocols, grade submissions, and review requests, ensuring effective course logistics
  • Handling correspondence and forwarding mail to appropriate parties. Preparing responses and general communications. Conducting research and organizing information for reports and correspondence
  • Creating a variety of documents (letters, reports, tables, graphs, exams, quizzes, surveys, presentations); compiling data, typing, proofreading, and formatting as required. Transcribing and proofreading documents in both French and English
  • Maintaining the standardized filing system at the institution. Conducting file organization and archiving of semi-active records
  • Overseeing internal administrative processes: managing hiring authorization requests; processing payment requests for research or contractual personnel; handling scholarship applications; and in the absence of the director's assistant, may occasionally manage payment requests for travel and representation expenses; and other internal forms as necessary

Additional Responsibilities:

  • Preparing documentation for faculty research grant applications and new course proposals, and making copies as needed
  • Providing support to the department director during their absence
  • Organizing files and ensuring logistical arrangements for coordination meetings
  • Monitoring inventory and ensuring adequate supplies for the office
  • Updating web content
  • Offering technical assistance to educators in utilizing specific software
  • Identifying cases requiring special attention and submitting them to supervisors; performing other tasks as requested to enhance services within the work area

Profile Requirements:

  • Professional diploma in secretarial studies with a minimum of four years of relevant experience
  • Proficient in French, both spoken and written
  • Knowledge of English, both spoken and written
  • Advanced skills in Excel
  • Strong familiarity with common software and technological environments (e.g., Office suite, SharePoint)
  • Experience with tools for creating and updating web pages, such as course management systems
  • Understanding of administrative tools
  • Excellent interpersonal skills
  • Ability to work independently or collaboratively as required
  • Capacity to manage multiple projects concurrently under tight deadlines

*The institution reserves the right to evaluate and select candidates based on a combination of relevant education and experience deemed suitable for the role.

Benefits:

  • 23 days of annual vacation after one year of service
  • 16 holidays
  • Summer schedule: 10 summer Fridays off
  • Hybrid work arrangements
  • Comprehensive training and development program
  • Group insurance coverage
  • Defined benefit pension plan
  • Access to telemedicine services

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