Senior Administrative Coordinator (CR2195)

McGill University - Human Resources
Position Title: 
Senior Administrative Coord (PED 00169, DD011B, Level 011B)
Position Summary: 
Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distribute and verify the work of a small group. Acts as the main contact for policies and procedures, resolves complex problems, instructs others. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.
Major Duties & Responsibilities: 
  • Oversees the day-to-day operations of the unit/department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.
  • Ensuring that all standards are met and procedures are followed, organizes, distributes and verifies the work of a small team and participates in their training.
  • Acts as resource person regarding the unit's policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
  • Approves transactions related to all employee groups, such as appointment forms for tenure track academics and appointment forms resulting in any salary change for administrative and support staff, overtime and miscellaneous requests. Calculates retroactive payments.
  • Coordinates all payroll activities, including retroactive payments, taxes deductions and other complex payroll calculations. Provides information on specialized payroll processing and guidelines. Receives and responds to subpoenas and process court directed seizures.
  • Act as expert on specialized processing and procedures and assist in the redesign of systems or processes.
  • 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.
  • Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  •  Provides detailed 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.

​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: 
Client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients and deal effectively and diplomatically in sensitive situations. Demonstrated initiative, organizational skills and excellent attention to detail. Demonstrated ability to resolve problems. Experience with HR processes. Proven ability to prioritize and multi-task to meet strict deadlines. Proven flexibility in order to adapt to frequent changes and demands. Proven ability to work in a fast pace environment. Demonstrated ability to work independently and as part of a team. At ease working in a PC environment using word-processing software, spreadsheets (Excel), and databases. Experience with McGill applications (BANNER,Minerva) is an asset. Excellent, effective communication skills with the ability to clearly transmit and receive information. English (spoken and written) & French (spoken).
Reference Number: 
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$23.74 - $32.72
Faculty of Medicine
Montreal Neurological Institut
Position Type: 
Hours Per Week: 
How To Apply: 

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

Please submit your application online at Click on “APPLY NOW” and clearly indicate the reference number.