McGill University · 2 months ago
Senior Administrative Coordinator
Education Building
Full-time
Onsite
Mid, Senior Level
$31.19/hr - $38.65/hr
4+ years expMcGill University is a renowned institution seeking a Senior Administrative Coordinator to oversee daily operations and improve unit efficiency. The role involves managing budgets, supporting academic committees, and coordinating space usage while providing comprehensive support for major conferences and meetings.
Higher Education
Responsibilities
Oversee daily unit operations, set priorities and schedules, implement and improve procedures, and follow up on decisions. Serve as a resource on policies, resolve complex issues, prepare files and documentation, manage correspondence, and support publication of departmental materials
Prepare and manage budgets, monitor and reconcile accounts, resolve discrepancies, and produce financial reports. 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
Support the Associate Dean and Academic Planning Committee by assisting with course revisions, preparing reports, and managing related administrative documentation
Serve as the primary liaison with FMAS for cleaning, maintenance, repairs, shutdowns, and renovations. Communicate building policies, maintain occupancy records, manage key and card access (including after-hours access), and support emergency preparedness, fire drills, inspections, and safety communications
Work with Space Management Coordinators to track space usage, conduct space verifications, update space inventory data, and report changes. Coordinate temporary space assignments for events in alignment with building policies
Manage the supervisor’s agenda, schedule appointments, organize meetings and events, prepare agendas and materials, take minutes, and follow up on action items. Respond to inquiries from callers and visitors, provide information, and direct them to appropriate contacts
Qualification
Required
Proven ability to work autonomously and effectively in a fast-paced environment, managing multiple tasks, shifting priorities, and urgent requests with accuracy and efficiency
Strong organizational, prioritization, and communication skills, with the ability to stay focused, aligned with team members, and adaptable to rapid changes
Demonstrated capacity to provide responsive customer service and be solution-oriented in a high-pressure environment. Maintains professionalism when navigating complex and sensitive situations
Demonstrated experience with space and building coordination
Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, punctuation and formatting
Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings
Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally
Demonstrated ability to work autonomously and as a member of a team. Demonstrated discretion in dealing with confidential information
Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the Internet
Knowledge of French and 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 #4 on a scale of 0-4
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Company
McGill University
McGill University is one of Canada's best-known institutions of higher learning and one of the leading universities in the world.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Daniel Steele
Project Manager and Co-founder, Sounds in the City
Mohammad Osman
Industry Partnerships and Technology Transfer Manager
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