Administrative Coordinator

McGill University; Sherbrooke; On-site; CAD 41,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Pension plan

Job summary

McGill University is seeking an Administrative Coordinator to provide essential administrative and secretarial support under the Director Finance & IT Contracts. The role focuses on ensuring smooth IT Services operations, handling unit accounts, and coordinating information flow.

Responsibilities include organizing meetings and events, maintaining files, processing expenses, and liaising with internal and external contacts to resolve operational issues.

Qualifications

• Administrative support and secretarial tasks within IT Services.
• Experience with office systems and document management are expected.

Responsibilities

• Provide administrative and secretarial support to the Director Finance & IT Contracts.
• Administer unit accounts and process purchase orders, travel advances and expense reports.
• Arrange meetings, events, and room bookings; coordinate follow-up and documentation.

Skills

Administrative support

Education

DEP - Secretarial Studies

DEP - Office Systems

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).*** *** Please note that this is a fully in-office position. Candidates must be available to work from our downtown office five days per week.***GENERIC SUMMARY:Under the direction of the Director Finance & IT Contracts, the Administrative Coordinator provides administrative and secretarial support. Participates in ensuring the smooth functioning of IT Services 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:Provide solutions to operational issues within the scope of responsibility by leveraging available resources, reviewing relevant documentation, and liaising with key contacts to obtain and communicate information on diverse and complex topicsCommunicates with internal and external units/individuals to obtain or supply information. Answers queries related to area of activities.Contribute to the effective operation of IT Services by supporting departmental activities and identifying opportunities for process improvements. Collaborate with the supervisor and team members to establish work priorities, and ensure the timely follow-up and implementation of decisions and initiatives.Administers accounts for unit’s network infrastructure upgrade project. Monitors and reconciles accounts, statements, and reports. Identifies and investigates discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.Compiles information for internal review and analysis by Project Manager and IT Finance Manager. Ensures information and charges are compliant and within project scope.Coordinates arrangements for events such as workshops.Uses a variety of software. Sets up and maintains databases and spreadsheets of project costs. Enters data and updates information.Processes purchase orders, travel advances and expense reports.Receive and assist callers and visitors by determining the purpose of their inquiry, preparing necessary documents, and directing them to the appropriate resources to ensure effective service deliveryReview and distribute incoming correspondence, prepare files and supporting documentation, and gather information through research as needed. Provide responses to requests within the scope of responsibility, track required actions, and coordinate appropriate follow-up to ensure completion.Arrange meetings and coordinates participant communications and room bookings.Facilitates the organization of events by coordinating logistical requirements and other arrangements.Maintains office inventory levels and coordinates the procurement of supplies and equipment. Arranges maintenance and servicing of office equipment as required.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.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 # 3 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:35 (Full time)Supervisor:Manager, Finance & AdministrationPosition End Date (If applicable):2028-11-05Deadline 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, [e-mail] .