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Under the direction of the Associate Director, the Administrative Coordinator coordinates a wide range of scheduling, meeting coordination, and event‑related activities, while serving as a key point of contact for internal and external stakeholders. Supports daily operations by ensuring administrative processes run efficiently and are aligned with the department’s broader goals and objectives.
Primary Responsibilities
- Coordinates administrative activities related to recruitment, committee work, searches, retreats, and other assigned operational tasks.
- Follow‑up on ongoing items, monitors outstanding issues, troubleshoots challenges, and helps implement solutions.
- Provides coordination and administrative support for departmental programs and initiatives, including preparing documents and monitoring follow‑up items.
- Ensures timely responses to inquiries and provides a high level of service to all internal and external contacts.
- Works closely with colleagues and other offices to ensure leaders have accurate and current information in preparation for meetings and events.
- Gathers departmental information as needed.
- Contributes to the preparation and production of reports and departmental materials.
- Compiles statistics and data, maintains documents, and updates departmental reports or web content.
- Assists with internal communications and supports updates to departmental websites and communication channels.
- Please note due to the timing of certain departmental meetings, the Administrative Coordinator will be expected to work outside core business hours with advanced notice.
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.
Experience with planning meetings and events.
Ability to work both independently and as a team play
Proven flexibility in order to adapt to tight deadlines, frequent changes and demands.
Meticulous in documenting follow-up actions regarding ongoing files.
Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint.
English and French, spoken and written.
As one of Montreal's Top Employers, here is what we offer:
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
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 on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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].
Skills Required
- DEP - Secretarial Studies or DEP - Office Systems
- 4 years related experience
- Fluent English and French, spoken and written
- Proven ability with Microsoft Office (Word, Excel, PowerPoint)
- Experience planning meetings and events
- Ability to prioritize multiple requests and evaluate issues to determine priorities
- High level of professionalism and discretion
- Ability to work independently and as a team player
- Flexibility to adapt to tight deadlines and changing demands
- Meticulous documentation of follow-up actions and ongoing files
- Willingness to work outside core business hours with advanced notice
- Authorized to work in Canada and willing to work in the province of Quebec
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
