Deputy Office Assistant

McGill University; Montreal; On-site; CAD 23,000 - 32,000; Part time

Job summary

McGill University is seeking a Deputy Office Assistant to support exam sessions with a focus on logistics, organization, and documentation. The role involves assisting Exam Deputies, coordinating staff, and maintaining secure handling of exam materials.

Position runs December 4–23, 2026, part-time with an hourly rate of $20.00. The job requires attention to detail, strong communication, and teamwork within a fast-paced exam environment at McGill University.

Qualifications

• High School Diploma and 1 year related experience.
• Excellent organizational skills and attention to detail, especially with sensitive materials.

Responsibilities

• Assist Exam Deputies with preparation and organization of exam materials.
• Maintain security and accuracy of exam materials and proper storage of exams.
• Support resolving logistical issues during exam sessions for smooth operations.
• Track exam tallies, update records, document exams and related materials.
• Assist with management of exam-related issues and documentation as needed.
• Provide clear communication with invigilators, professors, and students to facilitate exams.
• Coordinate staff scheduling and schedule changes.
• Maintain staff records with scheduling spreadsheets.
• Ensure invigilators enter hours on Workday and follow up with staff.

Skills

Excellent organizational skills

Ability to manage tasks under pressure

Strong communication skills

Punctuality and reliability

Team-oriented

Education

High School Diploma

Job description

Position Summary

Reporting to the Exam Deputies, the Deputy Office Assistant plays a vital support role in ensuring the smooth execution of exam sessions. Working closely with the Exam Deputies, this role involves assisting with a variety of logistical and administrative tasks.

Duties and Responsibilities

• Assisting the Exam Deputies with the preparation and organization of exam materials, ensuring everything is ready for exam sessions.


• Helping to maintain the security and accuracy of exam materials, including the proper storage of written and unwritten exams.


• Supporting the Exam Deputies in resolving logistical issues during exam sessions and ensuring smooth operations.


• Assisting with tracking exam tallies, updating records, and ensuring accurate documentation of exams and related materials.


• Aiding in the management of exam-related issues, such as students with illnesses or academic misconduct, and assisting with documentation as needed.


• Providing clear and effective communication with invigilators, professors, and students to facilitate exam processes.


• Coordinates staff scheduling and schedule changes.


• Maintains and updates staff records with scheduling spreadsheets.


• Ensures that the invigilators enter their hours on Workday and follow up with hired staff concerning this.

Hiring Unit and Employment Period

Exam Office, Enrolment Services

Period of Employment: December 4 - 23, 2026

Other Qualifying Skills and/or Abilities

• Excellent organizational skills and attention to detail, especially when handling sensitive materials such as exams.


• Ability to manage tasks under pressure and assist with troubleshooting during exam sessions.


• Strong communication skills to support collaboration with Exam Deputies, invigilators, and other stakeholders.


• Punctuality and reliability throughout the employment period.


• Ability to work efficiently as part of a team in a fast-paced environment.

Minimum Education and Experience

High School Diploma 1 Year Related Experience

Hourly Salary and Working Hours

Hourly Salary: (AMUSE B) $20.00

Estimated Number of Work Hours per Week: 20 (Part time)

Position Start Date and End Date

Position Start Date: 2026-12-04

Position End Date: 2026-12-23

Deadline to Apply

Deadline to Apply: 2026-11-12

Equal Opportunity and Diversity Statement

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community.

We welcome applications from racialised 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].

Company Culture

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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