Administrative Coordinator (CR3624)

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.  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. Sign 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.  
  • 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.
  • Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
  • Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine. 

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 organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast paced environment. Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, and punctuation and formatting in English, and preferably, French. Must be resourceful, client focused and service oriented with a demonstrated ability to collaborate with donors/volunteers and senior management. Demonstrated accuracy and attention to detail. Proven ability to coordinate a complex calendar and to set up, arrange complex meetings. Proven ability to coordinate arrangements for events and meetings. Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally. Experience making travel arrangements and with financial tasks such expense reports, purchase order setup and invoice payments. Responsible for coordinating IT activities of the unit. Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software. Knowledge of Adobe InDesign is an asset. English, spoken and written; French, spoken.
Reference Number: 
Supervisor's Title: 
Manager, Administration
Salary Scale: 
$22.27 - $30.73
University Advancement
Position Type: 
Hours Per Week: 
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to University Advancement at [at]

The deadline to apply for this position is April 24, 2018 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, University Advancement will only contact applicants selected for an interview.