Administrative Coordinator

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This is a one-year temporary position in the McGill Engine Centre (https://www.mcgill.ca/engine/), with the possibility of renewal.  Full-time presence on site is required in a shared workspace.  No work from home is possible.

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.

Primary Responsibilities:

• Acts as resource person and first point of contact for the Centre. 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. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.
• 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.
• Maintains supervisor's agenda. Sets up appointments, sends out reminders of appointments and organizes schedule according to priorities.
• 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.
• Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, website, and annual reports. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy.
• 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.
• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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.

Qualifying Skills And/Or Abilities:

Seeking an individual who is enthusiastic to provide support to visitors of the Centre and ensure the smooth functioning of the unit.  

Experience with reception duties, client service and community building. Proven ability to establish productive relationships with students, professors, and industry liaisons. Strong ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Experience with McGill Marketplace and BSAC. Strong computing skills with ability to use various software tools (Microsoft Outlook, Excel, PowerPoint, Canva, Envoke), electronic card readers (LENEL), uPrint, and other platforms (i.e. website editing software, etc.).  Proven experience in event planning.  Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Proven ability to draft correspondence, must be accurate and possess superior attention to detail. 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.