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This one-year temporary position, with the possibility of renewal, is based in the Dean's Office, Faculty of Engineering. It is responsible for providing administrative support to Academic Programs, Accreditation, and the Enhancing Learning and Teaching in Engineering initiative (ELATE - https://www.mcgill.ca/engineering/initiatives/elate).

POSITION OVERVIEW:

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 AND RESPONSIBILITIES:

Administrative support to Academic Programs and Accreditation:

Coordinates administrative support of Academic Committee affairs, including course and program proposals, course change approvals, and preparation and submission of reports
Coordinates the editing and submission process of the Engineering section of the Course Catalogue with departments/schools
Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes
Coordinates arrangements for events such as accreditation visits, Bureau de coopération interuniversitaire visits, retreats, trainings and workshops, or inter-university’s events
Maintains accreditation website: updates, prepares and coordinates publication of documents on the accreditation website
Coordinates the production of Faculty standard course outlines
Provides administrative support with cyclical review and accreditation process, Graduate attribute assessments in the Faculty, FACC course and Course Evaluations

Administrative support to eLATE team (Enhancing Learning and Teaching in Engineering)

Provides general administrative support to the members of the ELATE team
Supports the organization of events and coordinates workshops/training sessions (i.e. Coffee and Chat, Instructional series, ELATE annual Conference, TA orientation, and other ELATE events)
Performs accounting duties related to eLATE activities (expense reporting, purchasing, etc.)
Maintains, and updates the eLATE webpage
Documents eLATE activities. Assists in the preparation of the ELATE annual report
Provides administrative support for the Taylor Visiting Scholar in AI
Supports the organization of and coordinates the AI symposium

Project Administrative support:

Coordinates logistics related to projects (Entente Canada Quebec, Règles budgétaires)
Performs accounting duties (e.g., expense reporting, purchasing, appointments, etc.) related to projects

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.

OTHER QUALIFYING SKILLS AND/OR ABILITIES:

Seeking a diligent and detail-oriented individual to support administrative processes related to Academic Programs, Accreditation, and the Enhancing Learning and Teaching in Engineering (ELATE) initiative in the Faculty of Engineering.

Proven experience in a governmental/university/academic environment. Must be independent, meticulous, adaptable, well-organized, and committed to self-learning, possessing a keen interest in the organization of the academic affairs of a faculty
Knowledge of SIS (Banner- Scheduling (SSASECT, SCACRSE), Minerva (SR Admin, Reports), e-calendar - Course Catalogue) is required
Experience with/knowledge of program and course proposal process (including writing minutes and reports) and Course Catalogue publication process is required
Ideally with experience in McGill finance processes (expense reports, McGill Marketplace, etc.), as well as BSAC
Experience supporting Teaching Assistants, Invigilators and Course Lecturers postings. Familiarity with their respective collective agreements is an asset
Experience with event planning (meetings, conferences, orientations) is required
Intermediate Microsoft-Excel skills required
Working experience with designing SharePoint sites is required
Bachelor's degree preferred
Bilingual in French and English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4

Minimum Education and Experience:

DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Accreditation and Quality Improvement Officer

Position End Date (If applicable):

2026-12-31

Deadline to Apply:

2025-11-19

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

Administrative Coordinator