Administrative Coordinator for Academic Operations

4 weeks ago

Montreal, Quebec, Canada HEC Montréal Full time

Job Title: Administrative Coordinator for Academic Operations

Role and Responsibilities:

The Administrative Coordinator for Academic Operations plays a crucial role in providing comprehensive support to faculty members and academic staff.

Key responsibilities include:

  • Managing the logistical components of academic courses
    • Developing and maintaining course platforms, documenting course outlines
    • Scheduling courses, practical sessions, and associated hours
    • Confirming course details with educators and relaying pertinent information
    • Acquiring necessary educational resources
    • Organizing online assessments and generating required reports
    • Coordinating the scheduling of examinations and assessments
    • Preparing and overseeing examination materials
    • Creating Excel spreadsheets for grade management
    • Collecting and distributing interim and final results, ensuring communication through the online platform
    • Facilitating the printing and distribution of instructional materials
    • Overseeing grading processes and requests for educational resources
  • Supporting the organization of research seminars
    • Arranging accommodations, dining, and meeting venues
    • Ordering promotional materials
    • Sending invitations to participants
    • Coordinating meetings with guest speakers and departmental members
    • Managing reimbursements for speaker expenses
  • Greeting students and visitors, providing information, and directing inquiries appropriately. Handling phone communications and providing necessary information
  • Advising faculty on examination protocols, grade submissions, and logistical organization of courses
  • Managing correspondence and forwarding it to appropriate parties. Preparing responses and general communications. Conducting research and organizing information for reports and correspondence
  • Creating various documents (letters, reports, presentations, surveys, etc.); compiling data, typing, proofreading, and formatting as needed. Transcribing and proofreading documents in both French and English
  • Maintaining an organized filing system at the institution. Conducting file management and archiving of semi-active records
  • Managing internal administrative processes at the institution: handling hiring requests; processing payment requests for research or contractual personnel; managing scholarship applications; in the absence of the director's assistant, may occasionally handle payment requests for travel and representation expenses; any other internal forms as required

Additional Responsibilities:

  • Preparing documentation for faculty research grant applications and new course proposals, as well as making necessary copies
  • During the absence of the director's assistant, performing various support tasks for the department director
  • Organizing files and ensuring logistical arrangements for coordination meetings
  • Monitoring inventory and ensuring adequate supplies for the office
  • Updating web content as necessary
  • Providing technical assistance to faculty in utilizing specific software
  • Submitting any cases requiring special attention to supervisors; performing any other tasks requested by supervisors or necessary for maintaining or enhancing services within the work area

Profile Requirements:

  • Professional diploma in administrative support and 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, etc.)
  • Experience with tools for creating and updating web pages, such as course management systems
  • Understanding of administrative tools like Synergie, Maximo, Savia, Jira
  • Strong interpersonal skills
  • Ability to work independently or collaboratively as required
  • Capacity to manage multiple projects simultaneously under tight deadlines

*The institution reserves the right to evaluate and select any combination of relevant education and experience deemed suitable for the role, in the absence of specified prerequisites.

Benefits:

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

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