Administrative Coordinator

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Faculty / Unit: School Of Continuing Studies / McGill Community for Lifelong Learning (MCLL)

Position Summary:

Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties & Responsibilities: 

• Acts as resource person regarding the unit’s policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
• Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.
• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
• Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
• Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings, loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.
• 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.
• 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:

• Experience in non-for-profit community sector.
• Ability to multi-task in busy, dynamic environment.
• Excellent inter-personal skills.
• Degree in Business Administration an asset.
• Ability to communicate information in a clear, concise and courteous manner.
• Excellent organizational and presentation skills.
• Demonstrated ability to prioritize, meet deadlines and solve problems.
• Demonstrated ability to work effectively in diverse team environments.
• High level of attention to detail, accuracy and confidentiality required.
• Demonstrated tact, diplomacy and objectivity.
• Excellent customer service skills and proactive in assessing client needs.
• Excellent ability to work in a computerized environment using word-processing software, databases, spreadsheets and presentation software.
• Belief in MCLL and appreciation of its vision, mission and accomplishments.
• Excellent writing skills.

Languages

English (Fluent), French (good conversational)

Additional Information: 

6 hours per day on Tuesday-Wednesday-Thursday. Schedule of hours may vary, overtime and restricted vacation during peak periods.

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level F) $29.42 – $36.46

Hours per Week:

18 (Part time) Tuesday, Wednesday, Thursday

Supervisor:

Program Supervisor

Position End Date (If applicable):

Deadline to Apply:

2025-04-15

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, accessibilityrequest.hr@mcgill.ca.

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