Job Description

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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:
• 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 # 4 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:

Associate Director, Administration

Position End Date (If applicable):

2027-11-30

Deadline to Apply:

2026-10-27

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, accessibilityrequest.hr@mcgill.ca.