Administrative Coordinator (CR1157)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
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.  
  • Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission.  Acts as a resource person concerning internal policies and procedures and those of granting agencies.  Ensures information is complete and that the guidelines are followed.
  • Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms.  Explains procedures to follow.  Ensures that deadlines are met.
  • 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.
  • Maintains supervisor's agenda.  Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.  
  • 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.
  • Ensures inventory and purchases supplies and equipment.  Arranges for servicing of office equipment.  Sells some items such as course notes and maintains cash box.  

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: 
Must be customer focused and service oriented with a proven ability to communicate clearly and effectively at all levels. Demonstrated knowledge of processes and procedures related to accrediting bodies’ guidelines and restrictions as they relate to administration of professional graduate programs an asset. Demonstrated ability to clearly receive, retain and transmit information effectively with diverse constituencies on matters of policy, process. Demonstrated knowledge of staff policies and procedures (Course Lecturers, Research Assistants and Associates, Teaching Assistants). Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Accuracy and attention to detail. Proven ability to analyze data and statistics for the purposes of reporting. Demonstrated ability to provide support for various administrative activities. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative and problem-solve. Proven organizational skills and ability to multi-task. Demonstrated ability to prioritize and meet multiple deadlines. Proven ability to work in a PC environment using word-processing, spreadsheets, databases, presentation software, photo editing software, email and the internet. Experience with the development of web-based communications (knowledge of DRUPAL an asset). Knowledge of Banner HRIS, SIS, FIS, as asset. French and English, spoken and written.
Reference Number: 
17-1128/CR1157
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$22.72 - $31.34
Faculty/Unit: 
Faculty of Education
Department of Educational and Counselling Psychology
Position Type: 
Full-Time
Hours Per Week: 
33.75
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.education [at] mcgill.ca