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). The Administrative Coordinator provides high-level administrative support to the Department Chair and leadership team. This role is responsible for coordinating departmental activities, academic affairs processes, organizing events, and ensuring the smooth operation of the department. The incumbent serves as a key liaison between faculty, staff, students, and external stakeholders while maintaining a high degree of professionalism, discretion, and attention to detail. Major duties and Responsibilities: · Provide direct administrative support to the Department Chair · Schedule and coordinate departmental activities and meetings, prepare agenda, meeting material, take minutes · Draft and edit correspondence, reports, departmental communications, and official documents. · Provide administrative support with special projects and initiatives as assigned by departmental leadership. · Coordinate departmental and faculty committees that occur throughout the year. · Prepare meeting agendas and supporting materials. · Record and distribute meeting minutes and monitor follow-up action items. · Maintain committee records and ensure completion of required documentation and approvals. · Develop PowerPoint presentations and supporting materials for committee and departmental meetings. · Coordinate and track academic appointments, reappointments, renewals, and administrative appointments. · Support the recruitment and onboarding of visiting professors, including travel and accommodation arrangements. · Assist with departmental advertising, faculty promotions, retirements, and recognition initiatives. · Maintain records and monitor key academic deadlines and processes. · Prepare recommendation letters, reference letters, award nominations, and supporting documentation. · Process purchase orders, assist with expense reports when needed · Assist with financial tracking. · Coordinate sponsorship agreements and donation-related activities. · Prepare and reconcile expenses in accordance with institutional policies. · Liaise with finance and procurement units to ensure timely processing of transactions. · Plan and coordinate departmental and faculty events from conception to completion such as retreats, recognition events, and special celebrations. · Prepare promotional materials with the communications team and communicate the related to events. · Maintain and update departmental website content to ensure accuracy and relevance. 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: Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities. Must be able to demonstrate a high level of professionalism and discretion at all times. Experience with planning meetings and events. Ability to work both independently and as a team play Proven flexibility in order to adapt to tight deadlines, frequent changes and demands. Meticulous in documenting follow-up actions regarding ongoing files. Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, Outlook, teams, SharePoint, etc... English and French, spoken and written. As one of Montreal's Top Employers, here is what we offer: Competitiv…

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