Administrative Coordinator

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Position Summary:
Provide efficient and effective administration to a faculty/department/unit, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies for a unit. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Manage research administration, contracts, grants, philanthropic gifts or other formal relationships. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and institutional analysis.
Major Duties and Responsibilities:

• Perform and organize activities to support the daily operations of the unit by ensuring that administrative services are carried out in accordance with established goals and objectives.

• Implement administrative procedures or systems that are moderately complex in support of the faculty, department or unit’s operations and ensure activities meet or exceed established quality requirements.

• Assist with the preparation of operating and capital budgets and research grant applications.

• Monitor and reconcile accounts; assist in the preparation of reports and statements. Approve expenditures within established guidelines.

• Plan meetings, conferences, luncheons and special events. Record and distribute minutes.

• Administer computer software licenses and distribution of hardware.

• Administer the human resources of the unit, including the processing of forms, letters, payroll and other documents.

• Maintain space inventory and interact with facility service units for required services to the building, such as renovations, security, emergency responses, safety, etc.

• Compile statistics and data for inclusion in reports. Update documents and reports, either in print or on the website.

• Provide support for student affairs and academic administrative activities.

• Supervise support staff or oversee the work of employees, including casuals. Assist employees in their training.

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 able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities.

• Must be able to demonstrate a high level of professionalism and discretion at all times.

• Team Player.

• Proven flexibility in order to adapt to tight deadlines, frequent changes and demands.

• Meticulous in documenting follow-up actions regarding ongoing files.

• Experience overseeing and managing projects.

• Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint.

• English and French, spoken and 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. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director, Administration

Position End Date (If applicable):

Deadline to Apply:

2024-03-04

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .