Administrative Coordinator

McGill University; Montreal (administrative region); Hybrid; CAD 71,128,000 - 88,148,000; Full time

Benefits offered by this job

Health, Dental, Life Insurance

Defined contribution pension plan

RRSP/TFSA matching

Job summary

McGill University is seeking an organized administrative professional to support exam operations in the Exams Centre. The role involves coordinating accommodations, scheduling, records, and client service for students, faculty, and staff.

You will work with the Exam Systems and Scheduling Manager to ensure policy compliance, efficient operations, and reliable document handling across SAA locations. Strong communication and confidentiality are essential.

Qualifications

• DEP (Secretarial/Office Systems) or equivalent.
• Four (4) years of related experience.
• Demonstrated client service excellence with diverse student populations.
• Excellent organizational and time management skills.
• Strong attention to detail in records management and documentation.
• Ability to interpret and apply policies consistently.
• Strong interpersonal and written/verbal communication skills.
• Ability to work independently and in a team.
• Proficiency in office software and database systems; ability to learn specialized systems quickly.
• Maintain confidentiality and handle sensitive information with discretion.

Responsibilities

• Respond to inquiries, screen calls, assess needs, and direct students to resources.
• Maintain appointment schedules and prioritize urgent requests.
• Prepare and manage documentation, files, and correspondence.
• Maintain and update student records and electronic filing systems.
• Provide clerical and administrative support including report preparation and data entry.
• Resolve client service issues and escalate complex matters.
• Coordinate exam logistics including receipt, verification, secure handling, and delivery of exams.
• Support shared service delivery and provide backup administrative coverage.

Skills

Client service

Organizational skills

Time management

Bilingual English/French

Discretion and confidentiality

Education

DEP (Secretarial/Office Systems)

Tools

Office software

Databases

Job description

Position Summary

Under the direction of the Exam Systems and Scheduling Manager, and in collaboration with the SAA administrative team, provides coordinated front-line administrative, client service, and exam support functions within the Exam Centre. Supports the delivery of accommodated examinations and shared operational services across SAA locations. Ensures efficient records management, exam coordination, and compliance with policies, procedures, and exam security standards. Acts as a resource to students, faculty, and staff, resolving issues and supporting smooth unit operations.

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.

Major Duties and Responsibilities

• Responds to inquiries, screens calls, assesses needs, and directs students to appropriate resources.
• Maintains appointment schedules and prioritizes urgent student requests.
• Prepares and manages documentation, files, and correspondence ensuring accuracy and completeness.
• Maintains and updates student records and electronic filing systems.
• Provides clerical and administrative support including report preparation and data entry.
• Resolves client service issues and escalates complex matters as required.
• Liaises with internal and external stakeholders regarding accommodations, exam delivery, and logistics.
• Coordinates exam logistics including receipt, verification, secure handling, and delivery of exams.
• Supports shared service delivery and provides backup administrative coverage across SAA operations.
• Maintains office operations and inventories including supplies, equipment servicing, and facilities coordination.
• Ensures proper record retention, backups, and organization of unit documentation.
• Ensures appropriate backups and contingency copies of important documents, and records are maintained and organized.

Supplemental Duties and Responsibilities

• Supports coordination of accommodated exams including scheduling, room booking, and logistics.
• Maintains exam databases and ensures accuracy of scheduling and accommodation data.
• Ensures exam materials meet accessibility requirements and coordinates alternate formats.
• Coordinates confidential printing, storage, and secure handling of exam materials.
• Oversees timely return and tracking of exam materials to faculty.
• Implements and enforces exam security protocols.
• Provides monitoring and guidance to casual staff and invigilators.
• Acts as resource person during extended exam hours.
• Prepares communications, reports, and web-based content.
• Provides technical and assistive technology support and setup for exam delivery.
• Coordinates exam-related document formatting and conversions.
• Participates in cross-training and provides backup to other roles, including Service Representatives.
• Performs related duties as required.

Other Qualifying Skills and/or Abilities

• DEP (Secretarial/Office Systems) or equivalent.
• Four (4) years of related experience.
• Demonstrated client service excellence with the ability to interact professionally and empathetically with diverse student populations.
• Excellent organizational and time management skills with the ability to prioritize competing demands.
• Strong attention to detail and accuracy, particularly in records management and documentation.
• Sound judgment and problem-solving skills in complex or sensitive situations.
• Ability to interpret and apply policies and procedures consistently.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to work independently as well as collaboratively within a team environment.
• Proficiency in office software and database systems; ability to learn specialized systems quickly.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Adaptability and flexibility in a high-volume, deadline-driven environment.
• Knowledge of accessibility principles and commitment to inclusive service delivery.
• Ability to coordinate multiple processes and logistics simultaneously.

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 4 (fluent) on a scale of 0-4. For a definition of our language proficiency levels, please click here.

Benefits and Perks

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

Compensation and Employment Details

• Expected Start Date: As soon as possible
• 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: 33.75 (Full time)
• Supervisor: Associate Director, Exams & Operations

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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