Administrative Coordinator (CP5658)

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.
  •  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.

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: 
Detail-oriented, meticulous, adaptable and well-organized. Ambitious and committed to self-learning; interested in science/engineering topics as well as the field of education. Keen interest in the organization of the academic affairs of a Faculty. Bachelor's degree preferred. Experience in a governmental/university/academic environment an asset. English and French, spoken and written.
Reference Number: 
Supervisor's Title: 
Associate Dean, Academic Programs
Salary Scale: 
$22.72 - $31.34
Faculty of Engineering
Position Type: 
Hours Per Week: 
Additional Information: 
This is a one year position with the possibility of extension. This position reports to and supports two areas within the Faculty of Engineering’s academic affairs (teaching and learning initiative as well as topics regarding accreditation, committees and reviews, etc.)
How To Apply: 

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

Please submit your electronic application via the web at click on "Application Form" and upload your curriculum vitae and cover letter as one document.