Administrative Coordinator

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

This is a one-year, leave replacement position in the Department of Chemical Engineering.

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 and 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
• 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
• Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official 
• Provides 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 
• 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.  

Other Qualifying Skills and/or Abilities:

We are seeking a cheerful and hospitable team player. Prior work experience as a receptionist, ideally in a university setting.  Experience supporting students and academics. Knowledge of McGill Financial Information Systems preferred, including experience with McGill Marketplace, PCard Reconciliations, Expense Reports, PO and FOAPAL searches, and Student Stipend Payments (BSA). Student Affairs experience also an asset. Strong organizational skills and attention to detail. Proven ability to work under pressure, multi-task and meet deadlines. Must be client-focused and service-oriented with a proven ability to deal with people at all levels in an enthusiastic manner.  Demonstrated ability to transmit and receive information clearly and accurately. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets (proficient in Excel), databases, Banner SIS, Minerva, e-mail and other related software. 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.

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

(MUNACA Level F) $29.42 - $36.46

33.75 (Full time)

Administrative Officer

2027-01-16

2026-01-26