Administrative Coordinator

McGill University; Montreal (administrative region); On-site; CAD 57,000 - 60,000; Full time

Benefits offered by this job

Health, dental, life insurance

Pension plan (defined contribution)

RRSP/TFSA

Vacation & personal days

Floating holidays

Job summary

McGill University seeks an Administrative Assistant to support the department under the Associate Director, Administration. You will coordinate appointments, schedule committees, book travel, and manage records and communications in both English and French.

The role requires strong organizational and discreet handling of information, with experience in planning meetings and events, and proficiency with MS Office and SharePoint.

Qualifications

• DEP - Secretarial Studies or Office Systems requirement.
• 4 Years Related Experience / DEP - Office Systems.
• Bilingual English and French, spoken and written.

Responsibilities

• Coordinate processing of unranked appointments and collect updated CVs.
• Schedule promotions and reappointments with Tenure Committees, attend meetings and take minutes.
• Find and schedule speakers, arrange travel and reimbursements.
• Recruitment for out-of-town speakers; arrange services (advertisements, translation, online placement).
• Organize meetings with candidates (virtual and in-person); manage travel itineraries and host visits.
• Prepare expense reports for department events and recruitment dinners.

Skills

Organizational skills

Communication (bilingual)

Event planning

Independent work

Education

DEP - Secretarial Studies

DEP - Office Systems

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Teams

Job description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).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:Coordinate the processing of unranked appointments, including collecting updated CVs and sending reminders for pending approvalSchedule promotions and reappointments with Tenure Committees meetings, attend the meeting and take minutes; announcements for promotion dossier submissions and requesting reappointment dossiersFind and schedule speakers with coordinatorsArrange Logistics – AV, Zoom, guest speaker guidance/hostPrepare travel arrangements and process reimbursements (expense reports) Recruitment for out-of-town speakersArrange for services related to Advertisements, translation, placement online, distribution to Canadian universitiesSchedule meetings with academic candidates both virtually and in-personOrganize travel arrangements, interview/visit itinerary, host candidate during their visitSchedule Departmental Recruitment Committee: meetings as requested by Chair, attending and taking minutes on Academic Performance evaluationsCollect TT/tenured/CAS research/Professional, and CAS Clinical questionnaires for Annual Report Assisting Department ChairPrepare Communications to department members – meetings, announcements, Dept Executive Committee - scheduling meetings as requested by Chair, attending and taking minutesUpdate and maintain information on department websitePrepare Expense reports related to dept academics (recruitment dinners, annual events) for ENTAssist with event logistics for on-site events: order refreshments and other event cateringCollect Department mail, make room reservations for meeting, events and order suppliesThe 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: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 playProven 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, Outlook, teams, SharePoint, etc...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 policyTwo (2) personal daysTwo (2) floating holidaysNine (9) \"Summer Fridays\" - paid days off between the St-Jean Baptiste holiday and Labour DayPaid time off over the December holiday periodTuition waiver for regular employees and their dependentsUp to two (2) days of remote work per week where the position permitsBefore 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 SystemsHourly Salary:(MUNACA Level F) $29.42 - $36.46Hours per Week:33.75 (Full time)Supervisor:Associate Director, AdministrationPosition End Date (If applicable):2027-08-31Deadline to Apply:2026-09-26McGill 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].