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Added 2 days ago
Administrative Coordinator
Dalhousie University
Halifax, NS
Full-time
Student Affairs is a collection of integrated units that collaborates with faculty, staff and students to enhance the student experience. We promote an inclusive, holistic and…
Added 10 hours ago
PROJECT COORDINATOR (BAND LEVEL 5)
Memorial University, Newfoundland and Labrador
St. John's, NL
Full-time
…collaboration, supporting leadership development, and increasing student accessibility to post-secondary education opportunities in Nunavut. Two professional degree programs, B.Ed. and…
Added 5 days ago
Coordinator, Education Programs & Communications
University of British Columbia
Vancouver, BC · UBCV | P. A. Woodward Instructional Resources Centre (IRC)
$6,143.67 to $8,830.25 CAD / month
Full-time
The Coordinator, Education Programs & Communications is responsible for the planning, organizing, and delivery of communications and leads in the development of initiatives that advance…
Added 1 day ago
Diabetes Clinical Research Coordinator (DCRC)
The University of British Columbia
Vancouver, BC
$29.82 to $35.16 CAD / hour
Full-time
The incumbent Diabetes Clinical Research Coordinator (DCRC) will be responsible for a range of tasks related to longitudinal clinical research in the Panagiotopoulos and Devlin labs whose…
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Brock University
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Part-time
Reporting to the Dean’s Office, the Graduate Program Coordinator is responsible for coordinating graduate program operations across recruitment, admissions, academic advising, and program…
Added 3 days ago
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University of Ottawa
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$68,149.00 - $86,083.00About Student Affairs:
Added 2 days ago
Senior Coordinator, Supply Chain Operations
University of Ottawa
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Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and…
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Ottawa, ON · University Centre
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The University of British Columbia
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Added 4 days ago
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Vancouver, BC · UBCV | Brock Hall (BRCK)
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Added 12 days ago
Administrative Coordinator
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Sherbrooke, QC
Full-time
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Appeals and Academic Integrity Coordinator
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Waterloo, ON
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McGill University

Administrative Coordinator

Sherbrooke, QC, Canada

Job type: Full-time
Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Posting language: English
Posted: Sep 8, 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).

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.

Major Duties and Responsibilities:

Acts as a frontline resource person regarding the ASC’s policies and procedures related to finance and human resources. 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 ASC. Recommends procedural changes to enable ASC to function more effectively. Collaborates with manager and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by manager.
Processes payments through MMP - specifically paying invoices/requisitions for vendors, handles all financial transactions, etc. Keeps records of all payments, summer course activity fees (Chinese and Japanese) reconciliation, etc.
Submits expense reports for speakers, recruitment, summer course lecturers. Reviews expense reports prior to submission of expense reports to the FST; brings any issues to the attention of the Administrative Supervisor. In consultation with Administrative Supervisor, initiates journal transfers and maintains inventory of funds that need to be transferred in or out of the Unit.
Assists Administrative Supervisor with research grant administration. Assists Administrative Supervisor with academic recruitment (advertisement, hotel, scheduling of interviews, etc.). Provides assistance to researchers with preparing fund approval forms, and begins job requisitions in Workday, for Research Assistants appointments. Is the timekeeper for graders, RAs and any other employee who submits hours on Workday. Follows-up with Professors re. Workday approvals, renewal/termination of appointments, and ensures that funding is available. Coordinates travel arrangements, schedules Speaker Series/ guest lecturers for the units.
Assists with the administration of some research funds - pays invoices, reconciles financial statements and requests yearly financial statements as required.
Follows-up on financial transaction issues and ensures that Administrative Supervisor is kept up-to-date on these issues. In accordance with established policies and procedures, prepares financial payments of a routine nature for staff
Requests yearly financial statements, if needed keeps records, inputs and verifies data pertaining payments.
Assists with the organization and preparation of the Seminar Series and other events as required. Makes all arrangements relating to publicity, accommodation, schedule, and budget.
Under the direction of the Administrative Supervisor, provides secretarial and administrative support for the academic/administrative activities of the Units. Coordinates the administrative activities of the Units.
Provides day to day administrative support to the Administrative Supervisor which includes the writing, editing and proofreading of the manager’s routine correspondence relating to the Faculty/University or external units. Assists with the preparation of documentation and background material, which includes transcribing Department Meeting Minutes. Also provides administrative support to the Student Affairs Team.
Assists with daily office operations, as well as tracking keys, creating mailboxes, assisting course lecturers with office space, archiving material, etc. Updates the websites for East Asian Studies and Languages, Literatures, and Cultures. Liaises with Academics regarding course syllabi, office hours, etc.

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:
Experience in a frontline position serving cross-cultural customers and stakeholders. Experience providing administrative support in an office environment. Experience working in an educational setting, an asset. Excellent organizational skills and proven ability to multi-task in a team-oriented environment. Must possess strong customer focus and service-oriented skills. Excellent communication skills with a proven ability to clearly and effectively receive, retain and transmit information at all levels. Proven ability to work in a PC environment using word-processing, spreadsheets, databases, presentation software, email, Minerva and Banner (FIS, SIS). 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 (fluent) 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:

Administrative Supervisor

Position End Date (If applicable):

Deadline to Apply:

2026-09-19

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].

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More about this job

Responsibilities

Provides comprehensive administrative and secretarial support to ensure the smooth functioning of unit operations, including financial and human resources tasks. Manages documentation, maintains computerized information systems, and coordinates academic activities such as recruitment and event planning.

Requirements

Requires a DEP in Secretarial Studies or Office Systems and at least four years of related experience. Candidates must be fluent in English and French and possess strong proficiency in office software and administrative procedures.

Skills

Administrative support
Secretarial support
Financial administration
Human resources support
Data entry
Record keeping
Customer service
Organizational skills
Multi-tasking
Communication skills
Word processing
Spreadsheets
Databases
Presentation software
Workday
Minerva

Benefits

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

Visa sponsorship

Not detected in the job text

Keywords

Administrative Coordinator
Secretarial Studies
Office Systems
Workday
Minerva
Banner
FIS
SIS
Financial transactions
Expense reports
Grant administration
Academic recruitment
Timekeeping
Event coordination
Website maintenance
Data verification
Inventory management
Journal transfers
Invoicing
Reconciliation
Customer focus
Cross-cultural communication
Team-oriented
Policy administration
Frontline support

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