Administrative Coordinator

Job title:

Administrative Coordinator

Company

McGill University

Job description

Please refer to the job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).Student Accessibility and AchievementStudent Accessibility and Achievement provide an array of learner support services to McGill students of all levels of study, including reasonable academic accommodations for those with documented disabilities of either a permanent, temporary, or episodic nature. They foster an accessible and inclusive university experience for McGill’s diverse student population in collaboration with other Student Services and the wider McGill community through resources and services.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. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.Major Duties and Responsibilities:Note-Taking Services

• Coordinates elements of the various Note-Taking supports provided by SAA, including the volunteer-based peer note-sharing program, as well as the paid note-taking accommodation.
• Coordinates the solicitation and matching of peer note sharers.
• Reviews sample note submissions and recommends suitable candidates.
• Spot checks note quality throughout the semester and follows up.
• Assists with the coordination of requests for confirmation of registration or releases of information.
• Reviews Paid Note-Taker submissions of hours to be paid, and validates against confirmation of service forms before approving for payment
• Coordinates with Team Lead for Learner Support and follows up with Paid Note-Takers when any issues or inconsistencies around pay or hours worked arise.
• Coordinates the tracking of volunteer hour credits as well as the purchasing and disseminating of gift cards for volunteer note-sharers
• Collects and prepares data on the usage and effectiveness of the note-taking services
• Coordinates administrative tasks for assistive technology note-taking supports (providing students with access to software licenses, collecting and filing software loan agreements etc.)

Tutorial Services

• Responds to general inquiries; provides information about Student Accessibility and Achievement’s Tutor Matching Program.
• Updates databases, keeps statistics and retrieves reports for the Tutor Matching Program. Matches Peer Tutors with students who are requesting tutors. Keeps sources of documentation up-to-date, such as directories, programs, course listings, schedules and fee scales.
• Liaises with various University offices regarding issues related to the Tutor Matching Program.
• Assists colleagues in contacting professors & departments to arrange for tutor referrals, as needed.
• Reviews Tutor applications & recommends suitable candidates.
• Reviews submissions of hours to be paid for subsidized tutoring, and validates against confirmation of service forms before approving for payment
• Coordinates with Tutorial Administrator when any issues or inconsistencies around pay or hours worked arise

General Responsibilities

• Acts as resource person regarding policies & procedures. Provides information to clients.
• Determines urgency of request & gives priority to students with exceptional circumstances.
• Manages and organizes incoming emails, ensuring timely and efficient responses to priority messages.
• Sorts and categorizes emails based on urgency and relevance, flagging items for immediate attention.
• Responds to service -related inquiries and escalates issues to Team Lead as needed
• Prepares & compiles necessary documents / files for meetings. Reports issues & seeks solutions to day-to-day conflicts & issues.
• Provides clerical support to the unit. .
• Receives & distributes incoming correspondence.
• Maintains & modifies the electronic filing system.
• Consults appropriate sources to obtain & provide information.
• Resolves problems; escalates complex problems to resource persons.
• Ensures accuracy & completeness of information & validity of supporting documents.
• Maintains & updates student records.
• Prepares lists & reports. Responds to requests for information. Investigates & follow up on problems & discrepancies.
• In conjunction with supervisor, reviews documentation to ensure that it is sufficient for office records. Follows up with students regarding discrepancies and/or developments in their files.
• Provides instruction & assistance relating to accessing online resources.
• Posts relevant articles & promotional items as requested; review & moderate content.
• Coordinates the hiring, training and matching of note-takers and tutors.
• Works with HR for contract extensions and terminations
• Reviews time submissions for casual employees; ensures accuracy in calculations. Submits reviewed submissions to appropriate person.
• Assists with the smooth functioning of special events.
• Uses office systems; maintains filing systems, scans documents & arranges for archiving according to the Records Retention Schedule.
• Works on special projects & performs other related duties.

Other Qualifying Skills and/or Abilities:

• Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
• Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting in both official languages.
• Must be accurate and possess superior attention to detail.
• Demonstrated ability to provide support for various administrative activities.
• Proven ability to work autonomously and as a member of a team.
• Demonstrated ability to take initiative and problem-solve.
• Strong organizational skills with ability to take on multiple tasks at one time, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Proven discretion in dealing with confidential information.
• Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Advanced Excel, PowerPoint, Outlook, Clockwork (asset), Banner (BSA, SIS) (asset) and Minerva (asset).
• Ability to draft, post content, and create events on social media sites.
• 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 03-Advanced on a scale of 0-4.Minimum Education and Experience: DEP – Secretarial Studies 4 Years Related Experience / DEP – Office SystemsHourly Salary: (MUNACA Level F) $29.42 – $36.46Hours per Week: 33.75 (Full time)Supervisor: Tutorial AdministratorPosition End Date (If applicable):Deadline to Apply: 2025-02-25McGill 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, .

Expected salary

Location

Sherbrooke, QC

Job date

Sun, 16 Feb 2025 05:41:29 GMT

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