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Position Summary:
Under the direction of the immediate supervisor, the Administrative Coordinator provides direct support to the Director and administrative support to the unit. 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:
· Provide efficient and timely administrative support to the Institute’s Director, enabling her to fulfill her mandate
· Coordinate IHSE Events, including the Cruess Symposium on Health Sciences Education, Donor Celebrations, and Health Sciences Education Rounds
· Coordinate the competitive FMHS Health Sciences Education External Awards
· Maintain the IHSE website, podcast administration, and produce social media feeds (e.g. LinkedIn)
· Provides administrative support for the IHSE Executive Committee meetings, and new IHSE Committees meetings
· Participate in the smooth functioning of weekly IHSE membership meetings
· Coordinate itineraries for guest speakers and visiting lecturers
· Update and maintain IHSE Policy Documents
· Assist with expense reports for IHSE faculty members
· Write / proof / edit documentation including emails, letters, annual reports, faculty biographies, meeting minutes, general office correspondence, and presentations
· Monitor inventory and purchase supplies and equipment. Arranges for servicing of office equipment.
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 description.
Other Qualifying Skills and/or Abilities: Demonstrated organizational skills and ability to multi-task. Ability to prioritize, meet strict deadlines and to work under pressure. Must be service-oriented and able to transmit and receive information accurately. Excellent written communication and interpersonal skills. Demonstrated ability to work in a PC environment using Windows, databases, spreadsheets, Banner, Minerva (SIS). English and French, spoken and written.
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
- Four years related experience
- Proficient with Windows, databases, and spreadsheets
- Experience with Banner and Minerva (SIS)
- Bilingual: English and French, spoken and written
- Excellent written communication and interpersonal skills
- Strong organizational, multitasking, prioritization and deadline management skills
- Experience coordinating events, maintaining websites, and managing social media/podcast administration
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.
