Administrative Coordinator

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Position Summary:
Under the direction of the Student Affairs Officer, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the Department of Biochemistry. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of departmental activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

• Assist with planning, organizing and setting up Seminar Series and other Student Affairs venues: coordinating guest-speakers visits, placing food orders, ensuring the rooms are properly set-up.
• Coordinate room bookings, including McIntyre conference room bookings.
• Maintains the Chair’s agenda. Sets up appointments, reminds of appointments and organizes schedule according to priorities. 
• Preparation and submission of Expense Reports (ER) for unit's various expenses such as team building activities, seminar series, international travel. Assist professors requiring help, answer questions and submit ERs on their behalf. Stay abreast of the ER processing policies and procedures, as well as university-related travel services.
• Act as a resource person for department's access card issues. Ensure new employees and work study students have the appropriate clearance for BIOC rooms.
• Point of contact for key requests.
• Responsible for placing stationary orders for the department. Maintain inventory.
• Point of contact for all Uprint inquiries and issues, as well as purchasing paper supplies via MMP.
• Point of contact for Waste Management, HVAC and Building issues. Assess and redirect inquiries to the appropriate channels.
• Coordinate phone and or internet installation. Assess and refer various computer issues to Med It. Keep inventory and tracking of all work in progress on departmental computers.
• Coordinate gathering of the information and preparation of departmental newsletter. Publish articles on Pubmed – National Library of Medicine.
• Upload and post seminar posters and BIOC news on McIntyre Bulletin Boards and the website. Update content.
• Greet visitors at the reception. Re-direct visitors, emails and phone calls to the appropriate staff. Distribute departmental information: posters, building notices. Update and post room calendar availability on a regular basis.
• Send, receive and sort mail. Forward to the new addresses, if appropriate. Inform of the reception of the packages. Notify the responsible staff for items needing to be placed in the freezer.
• Help Student Affairs team with exams organization, printing and posting grades.

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.

Other Qualifying Skills and/or Abilities:

• Capacity to thrive through teamwork.
• Strong ability for organization and prioritization.
• Fluent communication in English and French, spoken and written.
• Capacity for problem solving and initiative within areas of responsibility.
• Demonstrated ability to meet deadlines.
• Capacity to follow up on several dossiers in a timely manner.
• Proficiency in MS Office suite (Word, Excel, Powerpoint, Outlook).
• Attention to detail and capacity for self-proofing.
• Customer-focused and service-oriented.
• Experience working with students in a variety of problems and or situations.
• Experience in tracing, reviewing or summarizing student records.
• Experience in academic and student related policies and procedures.
• Experience with social media publication, and McGill’s web management system as a site editor.
• Experience with MS Teams platform and addon suite.
• Demonstrated ability to use advanced Banner functions and Minerva.
• Demonstrated ability to compose routine correspondence, to proofread and edit, to record minutes and to maintain web pages.
• Ability to perform under pressure.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of 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.

For a definition of our language proficiency levels, please click here.

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

(MUNACA Level F) $29.42 - $36.46

33.75 (Full time)

Student Affairs Officer

2026-12-13

2025-12-08