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 delivering administrative support to a group of educators and academic staff.

Key responsibilities include:

  • Managing the logistical elements of academic courses
    • Creating and maintaining course platforms, documenting course outlines
    • Coordinating course timelines, practical sessions, and associated hours
    • Confirming course details and schedules with faculty members and disseminating pertinent information
    • Ordering educational resources as needed
    • Planning online assessments and quizzes, generating necessary reports
    • Organizing examination schedules and case studies
    • Formatting and supervising examination materials
    • Preparing spreadsheets for grade aggregation
    • Compiling and distributing interim and final results, utilizing internal communication platforms
    • Arranging for the printing and distribution of course materials
    • Overseeing grading processes and requests for educational materials
  • Supporting the organization of research seminars
    • Managing reservations for accommodations, dining, and meeting venues
    • Ordering promotional materials
    • Sending invitations
    • Coordinating meetings with guest speakers and departmental staff
    • Processing reimbursements for speaker expenses
  • Welcoming students and visitors, providing guidance, and directing inquiries appropriately. Answering phone calls and offering information
  • Advising faculty on examination protocols, grade submissions, and review requests, ensuring effective course organization
  • Handling mail and forwarding it to the appropriate parties. Preparing responses and general correspondence. Conducting research and organizing information for reports and communications
  • Generating various documents (letters, reports, tables, graphs, exams, quizzes, surveys, presentations) as requested; compiling data, typing, proofreading, and formatting documents. Transcribing and proofreading materials in both French and English
  • Maintaining a standardized filing system. Conducting file management and archiving of semi-active records
  • Managing internal administrative processes, including hiring authorizations, payment requests for research staff, and scholarship applications. In the absence of the director's assistant, may occasionally process payment requests for various expenses and other internal forms

Additional Responsibilities:

  • Preparing necessary documentation for faculty research grants and new course proposals, including making copies as required
  • 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 as needed
  • Offering technical assistance to instructors in utilizing specific software
  • Identifying cases requiring special attention and submitting them to supervisors; performing any other tasks as requested to enhance service delivery

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 web page creation and updates, such as Zone Cours, WordPress, etc.
  • 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

*HEC Montréal reserves the right to evaluate and select candidates based on 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 program
  • Defined benefit pension plan
  • Access to telemedicine services

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