Administrative Coordinator

McGill Faculty of Medicine and Health Sciences; Montreal (administrative region); Hybrid; CAD 41,000 - 50,000; Full time

Benefits offered by this job

Benefits package

Pension plan

RRSP/TFSA

Vacation & personal days

Remote work

Job summary

McGill University's Faculty of Medicine and Health Sciences in Montreal seeks an experienced administrative assistant to provide comprehensive secretarial support to the unit.Responsibilities include budgets, accounts, file management, and coordinating meetings, with English and French communication required.

The role emphasizes organizing workflows, maintaining computerized information systems, and acting as a liaison to internal and external stakeholders.

Qualifications

• Demonstrated organizational skills and ability to multi-task.
• Attention to detail and accuracy in documents and records.
• Proven experience in Accounts Payable, Receivable and billing.
• Ability to prioritize and meet deadlines.
• Clear written and verbal communication in English and French.
• Experience using spreadsheets, databases, and word-processing applications.

Responsibilities

• Acts as resource person regarding unit policies and procedures.
• Resolves problems within area of responsibility and liaises with appropriate resources.
• Prepares budgets or budget proposals and monitors accounts.

Skills

Accounts Payable

Accounts Receivable

Billing

Multitasking

Communication

Microsoft Office

Bilingual EN/FR

Education

Secretarial Studies

Office Systems

Tools

MS Office Suite

Databases

Email/CRM

Job description

**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. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems. **Major Duties and Responsibilities:*** Acts as resource person regarding the unit's policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.* Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively.* Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.* Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.* Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.* Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.* Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.* Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains complex filing systems and arranges for archiving.* Uses standard office equipment such as personal computer, photocopier and fax machine.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 generic job description. **Other Qualifying Skills and/or Abilities:** Demonstrated organizational skills and ability to multi-task. Attention to detail. Proven experience in Accounts Payable, Receivable and billing, a must. Ability to prioritize and meet deadlines. Demonstrated ability to clearly transmit and receive information. Proven ability to write and edit correspondence and reports using appropriate spelling, grammar and punctuation. Demonstrated ability to work in a PC environment using spreadsheets, databases and word-processing applications and email. 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:**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:**Operations Manager**Position End Date (If applicable):****Deadline to Apply:**2026-10-09***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].***