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McGill University

Administrative Coordinator

Glen, Canada
MUHC-GLEN, Canada

Job type: Full-time
Apply by: Sep 27, 2026
Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office Systems
Posting language: English
Posted: Sep 21, 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:
Provides high-level administrative and operational support, serving as a key point of contact for the departmental Divisions in the Department of Medicine (DOM). Coordinates scheduling, planning, and implementation of programs and strategic initiatives, while ensuring that administrative services are delivered efficiently and in alignment with departmental goals and priorities.

Major Duties and Responsibilities:

Support and coordinate programs, events, and academic initiatives for the McGill Divisions including Grand Rounds, Research Days, and Symposia; oversee logistics, scheduling, and accreditation requirements.
Provide administrative support to the McGill Divisions in the department, including coordinating meetings, coordinating schedules, supporting program and event planning, and preparing and distributing meeting documentation and minutes.
Support financial operations by processing inter-fund transfers, monitoring accounts, preparing and submitting expense reports, and administering one-time payments (including guest lecturer honoraria) and procurement requests (e.g., MMP).
Coordinate the Department of Medicine services to its members by supporting a wide range of operational requests, including the creation and management of research and principal investigator funds, while ensuring timely and accurate responses.
Support departmental/divisional communications and outreach by coordinating newsletter development and distribution (Envoke), maintaining and updating website content (e.g., Grand Rounds), and sharingcommunications through social media platforms (Twitter/X). Draft and prepare editorial content, including faculty features, stories, and interview materials.
Coordinate the collection, consolidation, and preparation of divisional reports for the Department’s Annual Report, ensuring completeness, accuracy, and adherence to deadlines.
Schedules meetings, contacts participants and books meetings venue. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

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 with processing expense reports, use of Minerva, and McGill Market Place. Experience with social media management Ability to work autonomously and as part of a team. Demonstrated organizational skills and ability to multi-task. Excellent attention to detail. Excellent judgment, tact and discretion. · Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other tech tools (survey monkey, Doodle, Copilot) etc. Bilingual in English and French.

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:

Administrative Manager

Position End Date (If applicable):

Deadline to Apply:

2026-09-26

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

The Administrative Coordinator provides high-level operational support to the Department of Medicine, including scheduling, event planning, and meeting coordination. They also manage financial operations, departmental communications, and website content to ensure efficient departmental functioning.

Requirements

Candidates must possess a DEP in Secretarial Studies or Office Systems and at least four years of related experience. Proficiency in Microsoft Office, strong organizational skills, and bilingualism in English and French are required.

Skills

Administrative support
Operational support
Scheduling
Event planning
Financial operations
Expense reporting
Procurement
Communication
Newsletter development
Website maintenance
Social media management
Microsoft office suite
Attention to detail
Organizational skills
Bilingualism
Discretion

Benefits

Health insurance
Dental insurance
Life insurance
Tax free savings account
Competitive 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
Department of Medicine
McGill University
Minerva
McGill Market Place
Envoke
Grand Rounds
Research Days
Symposia
Expense reports
Procurement
Social media
Twitter
X
Outlook
Word
Excel
PowerPoint
Survey monkey
Doodle
Copilot
Bilingual
Operational support
Financial operations
Event logistics
Meeting minutes
Annual report
Faculty features
Research funds
Principal investigator

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