Administrative Coordinator

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:

• Facilitate discussions between medicine, nursing and administration before the start of stage every year. This involves organizing meetings, attending these, recording notes from meetings, following up on decisions, etc;
• Responsible for the communication to all stakeholders on the placement decisions taken (Clinical Placement Office for HSPnet data entry and documentation; Student Affairs Office for “carte de stage”, settings, coordinators, students, etc.);
• Responsible for securing completed and accurate Nurse Practitioner site accreditation documents;
• Responsible for organizing and recording minutes of 4 program meetings for the 4 Nurse Practitioner programs on an annual basis (16 meetings/year);
• In collaboration with the Student Affairs Office and Data Administrator, reporting on the Nurse Practitioner student numbers and program information to the MSSS (Ministère de la Santé et des Services sociaux);
• Assist the Academic Program Director in ensuring the submission for program change from MSc(A) for all concentrations to three different MSc(A)s, one for Nurse Practitioner concentrations;
• Supports the Academic Program Office colleagues in offering administrative support (myCourses, minutes, ect) to all Ingram School of Nursing faculty members;
• Oversee the logistical end of the delivery of the programs and courses;
• Draft, edit and format documents at the request of the Program Director (Word, Excel);
• Organize and draft policies and procedures and assist with their dissemination;
• Coordinate the translation of time-sensitive documents;
• Review letters and other documents for accuracy and update accordingly;
• Assist with other office tasks at the request of the Program Director.

Other Qualifying Skills and/or Abilities: Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective work relationships with staff of all levels. Proven experience with management of complex and multi-faceted agenda. Demonstrated abilities in written communications (email, drafting letters, internal and external stakeholder communications) ability to clearly transmit and receive information accurately. 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. Proven flexibility, in order to adapt to tight deadlines, frequent changes and demands. Proven ability to work independently and as part of a team. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take accurate meeting minutes and follow up on action items. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and the Interne. Fully bilingual in English and French (written and oral).

Minimum Education and Experience:

DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:

(MUNACA Level F) $29.42 – $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Manager Administration

Position End Date (If applicable):

Deadline to Apply:

2025-01-12

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.

Read Full Description