Administrative Coordinator (CR0114)

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: 
Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective work relationships with staff of all levels. Proven experience with management of complex and multi-faceted agenda. Demonstrated telephone ability to clearly transmit and receive information accurately. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities. Demonstrated initiative and proactive approach including resourcefulness, ability to propose viable solutions, and prepare notes based on findings. Must be able to demonstrate a high level of professionalism and discretion at all times. Proven flexibility, in order to adapt to tight deadlines, frequent changes and demands. Excellent organizational skills. Proven ability to work independently and as part of a team. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take accurate meeting minutes and follow up on action items. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and the Internet. HTML/DRUPAL experience an asset. Knowledge of social media is an asset. Fully bilingual in English and French.
Reference Number: 
Supervisor's Title: 
Continuing Professional Development Administrative Officer
Salary Scale: 
$23.17 - $31.97
Faculty of Medicine
Continuing Professional Development
Position Type: 
Hours Per Week: 
Additional Information: 
One night per week, from September to April, the employee is expected to work an evening shift from 12:45 p.m. to 8:45 p.m. (usual breaks apply).
How To Apply: 

Please submit your application online at

Click on “APPLY NOW” and clearly indicate the reference number.

The deadline to apply for this position is September 17, 2019 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, the Faculty of Medicine will only contact applicants selected for an interview.