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McGill University

Administrative Coordinator

Sherbrooke, QC, Canada

Job type: Part-time
Apply by: Oct 14, 2026
Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Posting language: English
Posted: Sep 28, 2026

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Original job description

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).

Unit / Faculty: School of Continuing Studies / French Language Testing and Non-Credit programs

Part-time position (20.25 hours / 3 days per week) for 6 months period

Position Summary:
Under the direct supervision of the Director of French Language Testing and Non-Credit Program, the Administrative Coordinator supports the day-to-day delivery of TEF (Test d’évaluation de français) and TEFAQ (Test d’évaluation du français adapté pour le Québec) exams, language placement tests, and related activities within the Global and Strategic Communication (GSC) domain. This includes scheduling exams, registering candidates, coordinating invigilators, preparing materials, and providing on-site support to ensure testing sessions run smoothly and according to established procedures. The role also serves as a key point of contact for students, responding to inquiries, maintaining accurate records, supporting course administration, and helping to ensure a high standard of service.

Major Duties and Responsibilities:
1. Acts as resource person regarding the unit’s policies and procedures. 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.
2. Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.

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.

Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

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.

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:

Excellent interpersonal skills to establish and maintain effective working relationships with stakeholders at all levels.
Ability to multi-task in a fast-paced environment and to carry on simultaneous projects with minimal supervision.
Ability to respect competing deadlines and to adapt to changing circumstances.
Strong problem-solving, priority-setting, and organizational skills.
Proven attention to detail and analytical skills to understand, interpret, and apply complex academic policies and procedures.
Fluency in French (spoken and written) is required, as communication with candidates and external partners is primarily conducted in French.

The schedule is variable based on operational needs, including required availability on Saturdays to support testing activities.

The role is fully in-person, as it involves the direct administration of examinations and on-site support.

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 (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:

20.25 (Part time) Monday, Wednesday, Friday

Supervisor:

Faculty Lecturer

Position End Date (If applicable):

2027-04-30

Deadline to Apply:

2026-10-13

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.

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More about this job

Responsibilities

The Administrative Coordinator supports the daily delivery of French language testing and non-credit programs by scheduling exams and coordinating invigilators. The role also serves as a primary point of contact for students and maintains accurate administrative records.

Requirements

Candidates must possess a DEP in Secretarial Studies or Office Systems and have at least 4 years of related experience. Fluency in both French and English is required, along with the ability to work in-person and on Saturdays.

Skills

Administrative coordination
Exam scheduling
Candidate registration
Invigilator coordination
Problem solving
Priority setting
Organizational skills
Attention to detail
Analytical skills
Interpersonal skills
French language proficiency
English language proficiency
Software proficiency
Record maintenance
Customer service

Benefits

Health insurance
Dental insurance
Life insurance
Tax free savings account
Vacation policy
Personal days
Floating holidays
Summer fridays
Paid time off over the december holiday period
Tuition waiver

Visa sponsorship

Not detected in the job text

Keywords

Administrative Coordinator
French Language Testing
TEF
TEFAQ
Exam Administration
Scheduling
Invigilation
Secretarial Studies
Office Systems
Data Entry
Record Keeping
Customer Service
Higher Education
Policy Compliance
Communication
Multitasking
Problem Solving
Organizational Skills
Analytical Skills
Workday

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