Administrative Coordinator

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****** Please note that this is a fully in-office position. Candidates must be available to work from our downtown office five days per week.***

GENERIC SUMMARY:
Under the direction of the Director Finance & IT Contracts,  the Administrative Coordinator provides administrative and secretarial support. Participates in ensuring the smooth functioning of IT Services 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:

• Provide solutions to operational issues within the scope of responsibility by leveraging available resources, reviewing relevant documentation, and liaising with key contacts to obtain and communicate information on diverse and complex topics
• Communicates with internal and external units/individuals to obtain or supply information. Answers queries related to area of activities.
• Contribute to the effective operation of IT Services by supporting departmental activities and identifying opportunities for process improvements. Collaborate with the supervisor and team members to establish work priorities, and ensure the timely follow-up and implementation of decisions and initiatives.
• Administers accounts for unit’s network infrastructure upgrade project. Monitors and reconciles accounts, statements, and reports. Identifies and investigates discrepancies and errors. Makes corrections, processes adjustments and follows up on problems. Audits outstanding items.
• Compiles information for internal review and analysis by Project Manager and IT Finance Manager.  Ensures information and charges are compliant and within project scope.
• Coordinates arrangements for events such as workshops.
• Uses a variety of software. Sets up and maintains databases and spreadsheets of project costs.  Enters data and updates information.
• Processes purchase orders, travel advances and expense reports.
• Receive and assist callers and visitors by determining the purpose of their inquiry, preparing necessary documents, and directing them to the appropriate resources to ensure effective service delivery
• Review and distribute incoming correspondence, prepare files and supporting documentation, and gather information through research as needed. Provide responses to requests within the scope of responsibility, track required actions, and coordinate appropriate follow-up to ensure completion.
• Arrange meetings and coordinates participant communications and room bookings.
• Facilitates the organization of events by coordinating logistical requirements and  other arrangements.
• Maintains office inventory levels and coordinates the procurement of supplies and equipment. Arranges maintenance and servicing of office equipment as required.
• 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

EDUCATION AND EXPERIENCE:
-- DEP (Accounting or Secretarial)
-- 4 years of related experience

OTHER QUALIFYING SKILLS AND/OR ABILITIES

• Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting in both official languages.
• Must be accurate and possess superior attention to detail.
• Demonstrated ability to provide support for various administrative activities.
• Proven ability to work autonomously and as a member of a team.
• Demonstrated ability to take initiative and problem-solve.
• Strong organizational skills with ability to take on multiple tasks at one time, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Proven discretion in dealing with confidential information.
• Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Advanced Excel, PowerPoint, Outlook, Clockwork (asset), Banner (BSA, SIS) (asset) and Minerva (asset).
• English and French, spoken and written

 

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 # 3 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 - $36.4633.75 (Full time)Manager, Finance & Administration2028-11-05