Administrative Coordinator

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Enrolment Services

Enrolment Services (ES) is a large and varied office with a wide range of responsibilities. These include service to prospective, current students, alumni, guests and the academic community, as well as, Admissions and Recruitment, Convocation, Exams, Records management, Reporting, and External relations.

Position Summary:

Under the direction of the immediate supervisor, end-to-end administrative support for the planning and execution of the McGill Spring and Fall Convocation ceremonies, and any ad hoc ceremonies. Serves as the primary point of contact for all Convocation inquiries. Participates in ensuring the smooth functioning of the unit's operations. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

• Acts as resource person regarding the unit's policies and procedures. Responds to high-volume email correspondence and ensures timely follow-up. 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 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 and unit leader.
• Uses a variety of software.  Maintains computerized information systems and participates in their development to improve efficiency within the unit. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
• Updates, prepares and coordinates Convocation documentation and forms. Collects, updates, and maintains Convocation data 
• Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and   prepares various documents such as correspondence, reports, memos. Maintains inventory of regalia, materials and supplies.  
• Participates in activities related to Convocation planning and coordinates on-site event logistics. Contacts service providers for estimates, places orders and organizes deliveries Refers problems outside of area of expertise to appropriate resource persons or official. 
• Delivers timely and knowledgeable assistance to callers and in‑person visitors Assesses need for intervention of other resource persons and arranges appointments as necessary. 
• Provides cross-functional administrative support within the unit, including exam scoring, diploma mailing, document imaging, and related operational tasks

Other Qualifying Skills and/or Abilities:

• Accurate with superior attention to detail to ensure integrity of information.
• Customer focused and service oriented, assisting all clients with tact and diplomacy.
• Demonstrated ability to clearly receive, retain, and transmit information with a proven ability to communicate clearly and effectively at all levels.
• Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting.
• Demonstrated experience with event planning/coordination such as convocation or graduation ceremonies.
• Proven ability to work autonomously and as a member of a team.
• Highly organized with ability to multi-task, prioritize, and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Proven discretion in dealing with confidential information.
• Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, advanced Excel and Outlook, Banner (SIS, and FIS), Adobe Professional, and Minerva.
• English, excellent spoken and written skills required. French spoken and written.

Please ensure to include a cover letter and CV with your application.

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.
 

Minimum Education and Experience:

Hourly Salary:

Hours per Week:

Supervisor:

Position End Date (If applicable):

Deadline to Apply:

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,