Administrative Clerk

McGill University; Sherbrooke; Hybrid; CAD 49,000 - 63,000; Full time

Benefits offered by this job

Two personal days

Remote work up to two days per week

Job summary

McGill University in Sherbrooke seeks an HR Clerk to welcome visitors and students, answer inquiries, and support administrative services. The role involves data entry, file management, mail handling, and document preparation.

The position requires a DEP in Office Systems or Secretarial Studies with 2 years of related experience, and strong bilingual communication. Hybrid work with occasional remote days is available.

Qualifications

• DEP - Office Systems with 2 years related experience.
• DEP - Secretarial Studies required for role.
• Fluent communication in English and French (written and spoken).
• Strong organizational and multitasking abilities; able to work during peak periods.

Responsibilities

• Greet visitors and student clientele; provide information on university activities and services.
• Answer telephone inquiries and manage mail, messages, and courier procedures.
• Coordinate data entry; verify and code information for accuracy.
• Prepare orders to replenish office supplies and maintain filing systems.
• Ensure confidentiality and meet deadlines; support document preparation and ID card production.

Skills

Pleasant demeanor

Bilingual English/French

Organizational skills

Multi-tasking

Microsoft Office proficiency

Education

DEP - Office Systems

DEP - Secretarial Studies

Tools

Microsoft Office Suite

Job description

Position Summary

Reporting to the Manager, Shared Services Unit, Human Resources, the incumbent greets visitors and student clientele. The incumbent provides information regarding university activities and administrative services, answers telephone inquiries, processes mail, photocopies, assembles, and files documents, and prepares various documents.

Primary Responsibilities

• Coordinates data entry and record keeping for an area.
• Verifies and codes information, ensuring its accuracy and completeness.
• Identifies and corrects errors.
• Ensures compliance with production schedules and deadlines.
• Ensures confidentiality of information.
• Greets student clientele and visitors.
• Provides information concerning University activities and administrative services.
• Produces I.D. cards.
• Receives, screens and places telephone calls.
• Notes and transmits messages.
• Receives and distributes mail.
• Gathers and sends mail.
• Completes procedures specific to courier services.
• Files documents according to the filing system in effect.
• Verifies and completes data on forms, lists and statements of account according to precise instructions.
• Prepares orders to replenish office supplies.

Other Qualifying Skills and/or Abilities

• DEP (Secretarial/Office Systems) Two (2) years related experience
• Pleasant demeanor in person, on the phone and in writing
• Demonstrated ability to communicate in both English and French, spoken and written.
• Demonstrated organization skills and ability to multi-task during peak periods and manage shifting priorities.
• Proficient using Microsoft Office suite while also able to learn new systems.

As one of Montreal's Top Employers, here is what we offer

• Competitive benefits package (Health, Dental, Life Insurance)
• Defined contribution pension plan (with employer contribution up to 10%)
• 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 #2 on a scale of 0-4. For a definition of our language proficiency levels, please click here.

Minimum Education and Experience: DEP - Office Systems 2 Years Related Experience / DEP - Secretarial Studies

Annual Salary: (MPEX Grade 01A) $49,040.00 - $54,490.00 - $62,660.00

Job Profile: MPEX-HRM1X - Human Resources Clerk (Excluded)

Hours per Week: 33.75 (Full time)

Supervisor: SSU Manager

Position End Date (If applicable):

Deadline to Apply: 2026-09-18

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, [e-mail].

Located in one of the world’s great multicultural and multilingual cities, McGill University is internationally recognized for its excellence as a leading institution of higher education and research. For nearly 200 years, through the work of dedicated people, McGill has been breaking ground in diverse fields and contributing solutions to some of the world’s most significant issues. McGillians are proud to be part of a community that is both global and local, inspired by challenge and committed to shaping a better future.

McGill received a Platinum STARS rating in sustainability, is among Canada’s greenest employers, and is a top Montreal Employer.

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