Administrative Coordinator

McGill University; Nottingham; Hybrid; GBP 22.000 - 27.000; Vollzeit

Benefits dieser Stelle

Health benefits and pension plan

RRSP/TFSA and paid time off

Remote work up to two days per week

Zusammenfassung

McGill University in Montreal, QC seeks an experienced administrative assistant to provide comprehensive secretarial support within a busy unit. You will manage documents, coordinate events, and assist with student affairs tasks, including admissions, registration, and financial aid.

You will act as a policy resource, maintain information systems, and handle mail, scheduling, and travel arrangements with strong communication and organizational skills. A hybrid work arrangement is available.

Qualifikationen

• Experience in Student Affairs.
• Demonstrated organizational skills and ability to multi-task and teamwork.
• Ability to prioritize, meet strict deadlines and to work under pressure.
• Must be service-oriented and able to transmit and receive information accurately.
• Excellent written communication and interpersonal skills.
• Knowledge of PC environment with Windows suite and related tools.

Aufgaben

• Act as resource person regarding the unit's policies and procedures. Resolves problems within area of responsibility.
• Participates in ensuring the smooth functioning of the unit and implements supervisor decisions.
• Updates and coordinates publication of documents such as brochures and annual reports; drafts and formats documents.
• Administers resource accounts for unit.
• Involves student affairs activities such as admission, registration, financial aid, international student issues.
• Provides information to callers and visitors and directs to appropriate resources.
• Screens and sorts mail and prepares necessary files and documents.
• Schedules meetings, prepares agendas, takes minutes, and follows up on decisions.
• Coordinates events and travels; uses a variety of software and maintains filing systems.
• Maintains standard office equipment and computerized information systems.

Kenntnisse

Organizational skills

Multi-tasking

Teamwork

Communication

Service orientation

Ausbildung

DEP - Secretarial Studies

DEP - Office Systems

Tools

Windows Suite (Word, Excel, MS Teams, MS Forms, MS Sway)

Databases and Banner

Minerva (SIS)

Jobbeschreibung

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:

• Act 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.


• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.


• Administers resource accounts for unit.


• Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.


• 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.


• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.


• Uses a variety of software. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.


• Uses standard office equipment such as personal computer.

Other Qualifying Skills and/or Abilities:

• Experience in Student Affairs.


• Demonstrated organizational skills and ability to multi-task and teamwork.


• Ability to prioritize, meet strict deadlines and to work under pressure.


• Must be service-oriented and able to transmit and receive information accurately.


• Excellent written communication and interpersonal skills.


• Demonstrated ability to work in a PC environment using Windows suite (Word, Excel, MS Teams, MS Forms and MS Sway), databases, spreadsheets, Banner, Minerva (SIS).


• Knowledge of the Career Management platform myFuture(Orbis technology) and experience with social media (Instagram) are an asset.


• Knowledge of French and English.

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:

Skills Development Program Advisor

Position End Date (If applicable):

2027-08-31

Deadline 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].