Administrative Coordinator (CR0033)

McGill University - Human Resources
Position Title: 
Administrative Coordinator (PED 00034, DD009J, Level 009J)
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 & 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.
  • 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 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.  
  • 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.
  •  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.

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.

Education & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Demonstrated client-focused and service-oriented skills and attitudes. Demonstrated ability to work in a PC environment using word-processing, spreadsheets, databases, e-mail and the internet. Demonstrated organizational skills, ability to multi-task. Demonstrated ability to prioritize and meet deadlines and to solve problems. Attention to detail. Demonstrated ability to clearly transmit and receive information. Knowledge of Banner is an asset. Prior experience with event/project coordination. Strong interpersonal and communication skills in person and via e-mail. Organization and coordination of test administration is an asset. English and French, spoken and written.
Reference Number: 
Supervisor's Title: 
Program Manager
Salary Scale: 
$22.72- $31.34
School of Continuing Studies
Language and Intercultural Communications
Position Type: 
Hours Per Week: 
Additional Information: 
Schedule of hours may vary, overtime and restricted vacation during peak periods.
How To Apply: 

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your curriculum vitae and cover letter, clearly indicating the reference number, via email to: hr.conted [at]