Office Assistant (Admin Coordinator)

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Hiring Unit:

Student Services - Macdonald Campus 

McGill Student Services offers a variety of services aimed at promoting student success and overall well-being for our students at Macdonald (“Mac”) Campus. While Mac campus students are eligible to access all services on the Downtown Campus, many services are also offered locally at Mac to better meet the needs of Mac students. 

Position Summary:
Under the direction of the Student Services – Macdonald Campus Service Manager, the incumbent provides administrative support to ensure the efficient operation of Student Services. Acts as a resource regarding policies, procedures, and available services. Coordinates activities related to accommodated exams on behalf of Student Accessibility and Achievement (SAA). Serves as the first point of contact for students, staff, and faculty, ensuring accurate information and appropriate referrals. Supports the Student Wellness Hub at Macdonald Campus by assisting with scheduling, payments, and registration. Maintains records, files, and computerized information systems in accordance with University standards.

Major Duties and Responsibilities:

Administration

• Serve as the first point of contact for students, staff, and visitors, responding to in-person, email, and telephone inquiries in accordance with office protocols.
• Provide accurate information on Student Services and University resources, ensuring appropriate referrals for sensitive or confidential matters.
• Book appointments for the Student Wellness Hub (physician, counsellor, nurse, and dietician) and support registration during Macdonald clinic days.
• Process student payments for the Student Wellness Hub, including no-show or cancellation fees, and issue related invoices.
• Coordinate room bookings for Student Services and S2 Administration meetings and maintain the StuServ calendar.
• Provide general administrative support to the unit and ensure efficient office operations.
• Use various systems daily, including Medesync, Titanium, Clockwork, Minerva, and Sling.
• Perform related duties, as required.

Accommodated Exams

• Coordinate all accommodated final exam requests on behalf of Student Accessibility and Achievement (SAA) at Macdonald Campus.
• Serve as the primary contact for students, faculty, and staff regarding SAA-related inquiries (in person, by phone, or email).
• Reserve appropriate exam rooms and ensure all required equipment, software, and materials are available and functional.
• Oversee the confidential printing, storage, and secure delivery of exam papers; ensure exams are packed, tracked, and returned to faculty in a timely manner.
• Prepare and print complete SAA exam packages, including cover sheets, logs, and checklists.
• Inform invigilators of student accommodations, ensure sign-in/out procedures are completed, and provide all necessary exam materials.
• Liaise with professors to resolve discrepancies, request missing exams, and update late or modified accommodation requests in Clockwork.
• Coordinate with SAA to obtain converted exams and save them to USB keys when applicable.
• Prepare confidentiality agreements for asynchronous or personal-device accommodations.
• Deliver and collect exam materials at the Security Office and notify professors when exams are ready for pickup.

Other Qualifying Skills and/or Abilities

• Client-focused and service-oriented, with strong interpersonal skills and the ability to support students in sensitive or complex situations.
• Clear and effective communicator, able to convey and exchange information at all levels.
• Organized and detail-oriented, with proven ability to plan, prioritize, and manage multiple tasks.
• Flexible and adaptable to changing priorities and operational needs.
• Exercises discretion, tact, and diplomacy when handling confidential information.
• Proficient in MS Office, Minerva, Banner, MS Teams, Zoom, and related systems; comfortable working with data and reports.
• Demonstrated ability to support administrative processes and prepare reports or statistics.
• Experience working with Indigenous, international, or other marginalized populations is an asset.
• Knowledge of French and English

Additional Information
This position is based at the Macdonald Campus in Sainte-Anne-de-Bellevue. It is a full-time, in-person temporary appointment (33.75 hours per week) from January 26, 2026, to February 27, 2026, with no possibility of renewal. The selected candidate must be available Monday to Friday, from 8:00 a.m. to 5:00 p.m., and must be willing to travel to and work at the Macdonald Campus.

Hourly rate: $30.00

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 3 (Advanced) on a scale of 0-4.

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

High School Diploma 2 Years Related Experience

(AMUSE C) $30.00

33.75 (Full time)

2026-01-26

2026-02-27

2026-01-23

This position is covered by the AMUSE collective agreement.