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). Posi tion Summary: Under the supervision of the Student Affairs Officer, t he Administrative Coordinator provides comprehensive administrative support to the Director of the School of Physical and Occupational Therapy (SPOT), acts in support of the Director’s effectiveness, coordinates the day-to-day operations of the Director’s office, facilitates governance and committee work, coordinates school-wide communications and events, and ensures the smooth running of school administration. Major Duties and Responsibilities: Support to School Director (40%) Calendar and schedule Proactively coordinates the Director’s calendar: protecting time for deep work, writing, and preparation; anticipating conflicts; and aligning scheduling with key academic activities (budget deadlines, accreditation windows, convocation, merit review season, etc.) organizes meeting requirements (AV, catering, files). When appropriate, prepares concise pre-meeting briefing notes with relevant background, key participants, objectives, and documents, ensuring the Director is well-prepared for all engagements. Assists the Director and Associate Director with travel arrangements. Assists with expense report inquiries of all faculty. Correspondence and communications Drafts first versions of correspondence on behalf of the Director (letters, memos, emails to faculty, university administration, external partners) for review and signature. Edits and formats official documents and letters; coordinates the Director’s signature process for official documents and coordinates signing authority protocols during the Director’s absence. When appropriate, screens and prioritizes incoming correspondence and requests, responding independently where appropriate and flagging items requiring the Director’s attention. Confidential and sensitive matters Processes confidential filing systems (electronic and physical) for the Director’s office; archives, scans, and shreds documents in accordance with university records retention policies. Support to Committees (25%) Standing committees Provides comprehensive support to the Director’s Council, Full Faculty meetings, Tenure and Promotions Committee, Joint Steering Committee, and other standing or ad-hoc committees as appropriate. This includes scheduling meetings, setting up meeting folders, collecting and formatting information/documentation, sending reminders, preparing and circulating minutes and following up on action items. Academic search committees Coordinates academic search processes with AEC11 Academic affairs: preparing candidate dossiers, contacting references, scheduling interviews, booking candidate travel and accommodations, and sending candidate communications. Ensures a professional and welcoming experience for all candidates throughout the recruitment process. Annual Merit Review Coordinates the annual merit exercise: collecting annual reports, organizing faculty dossiers, scheduling review meetings, filing completed evaluations on SharePoint, and coordinating follow-up communications. Communications and Events (20%) Drafts and sends notices and announcements. Maintains contact list and email listservs. Acts as first point of contact by replying to emails sent to School’s resource accounts, greeting people, or referring them appropriately. Clientele are prospective students, vendors, parents, donors, alumni, etc. In collaboration with the Director, prepares the SPOT Annual Report. Updates organogram and enrollment tables, compiles required information, drafts text and performs layout for review and approval. Maintains the SPOT website (About, Students, Initiatives, Alumni/Events, News sections), keeping content current and accurate. Assists in coordinating events, may include scheduling, creating & sending invitations, recording RSVPs, creating name tags, ordering food, setting up and taking down tables etc. Supports student organized events. School operations (15%) Acts as a resource person for photocopiers and uPrint cards. Liaises with IT services and or AE regarding access to network drives, phones, internet issues. Coordinates assistance for building issues such as repairs. Receives and distributes mail for the School, updates mailboxes for academic and administrative staff. Maintains inventory of office, event supplies, water, coffee, etc. Orders supplies and keeps them organized. Process all School related orders on the procurement system. Coordinates non-course related room booking. Provides building access support by either granting or removing accesses through Lenel or liaising with BIMO. Orders replacement keys. Updates name plates outside offices. Orders business cards. Archives, scans and shreds documents. 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 player 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: 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 waver 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 # (qualifier) on a scale of 0-4 . For a definition of our language proficiency levels, please click here . Minimum Education and Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems Hourly Salary: (MUNACA Level F) $29.42 - $36.46 Hours per Week: 33.75 (Full time) Supervisor: Student Affairs Officer Position End Date (If applicable): 2027-08-31 Deadline to Apply: 2026-08-23 McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .