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).
Faculty of Science
Position Summary:
The Administrative Coordinator will coordinate graduate education tasks, including organizing fellowship competitions, funding allocations, and providing support to the Associate Dean. They will also handle scholarships and fellowships by preparing memos, monitoring documentation, and coordinating committees. The role includes supporting course and program curriculum processes by coordinating proposal submissions, navigating approval pathways, and ensuring compliance with Faculty and university guidelines. Additionally, the role involves general administrative support. This role reports to the Assistant to the Dean of Science.
Major Responsibilities:

Graduate Education:

• Fellowship Administration: Coordinate internal and external fellowship competitions, including organizing selection committees, maintaining applications, coordinating communications, and processing payments for both internal and external fellowships.
• Funding Administration: Liaise between GPS, Faculty, and Departments for funding allocation and coordination, coordinate deadlines, address inquiries, resolve funding issues, and track budgets.
• Collaborate to prepare for new fellowships, coordinate donor contributions, and ensure administrative processes align with donor requirements.
• Support to Associate Dean: Provide administrative support, including calendar coordination, meeting coordination, and handling specific tasks like GMA application reviews and internship approvals.

Courses and Programs:

• Respond to inquiries and assist in preparing documentation for course and program approvals.
• Liaise between department and faculty to clarify and refine proposals.
• Administer Minerva updates and approve course proposals.
• Prepare documentation for and attend committee meetings and maintain and update the Academic Committee webpage.

Scholarships and Fellowships:

• Scholarship and Fellowship Coordination: Prepare departmental memos, monitor documentation, verify student records, coordinate application processes, respond to queries, and schedule interviews.
• Committee and Reporting: Track approvals and accounts for new scholarships, coordinate the Faculty of Science Fellowships Committee, prepare draft reports, and draft letters to applicants and awardees.

General Administrative Support:

• Report and Meeting Preparation: Collect and collate data, prepare spreadsheets and summaries, organize and distribute meeting documents, screen and follow-up on course/program changes, prepare documents and agendas, take minutes, and coordinate events.
• Calendar and Scheduling: Liaise with departments for calendar editing, ensure timely submissions, maintain agendas for Associate Deans and Assistant to the Dean, schedule and coordinate committee meetings, compose correspondence, respond to inquiries, and coordinate electronic filing systems.
• Web/Banner Coordination: Reconcile purchases, check student records, update website, post meeting agendas and minutes, convert and post documents, and maintain web pages for various academic procedures and applications.
• General Administrative Tasks: Provide comprehensive administrative support, including handling specific tasks like GMA application reviews and internship approvals.

Other Qualifying Skills and/or Abilities:

• Proven experience and knowledge of scholarships and fellowships, and knowledge of academic policies and regulations.
• Experience coordinating supervisor calendar, organizing schedules, arranging meetings, and keeping on top of upcoming priorities.
• Experience organizing a variety of committee meetings and/or events as they pertain to academic departments. Skilled in preparing for meetings and taking accurate and comprehensive meeting notes.
• Excellent organizational skills, and ability to multi-task and prioritize with tight deadlines.
• High level of confidentiality required. Demonstrated discretion in dealing with confidential information. Demonstrated tact, diplomacy and objectivity.
• Attention to detail and a demonstrated ability to proofread and edit correspondence and other material.
• Demonstrated ability to be resourceful, take initiative, perform under pressure, problem-solve and organize work.
• Excellent interpersonal skills, with the ability to work collaboratively with faculty, staff, and students, and to provide excellent customer service. Proven ability to work independently and as part of a team.
• High level proficiency with MS Office Suite (Outlook, Word, Excel, PPT), Banner (SIS), and web tools (e.g., Drupal).
• Bilingual; excellent verbal and written communication skills, in both English and French.
• Knowledge of French and 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.

This is a leave replacement.
This position is located in Montreal, Quebec and the work for this position is expected to be performed in Quebec.

Hybrid

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:
Assistant to Dean (ER)
Position End Date (If applicable):
2025-09-08
Deadline to Apply:
2025-02-04
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

Please refer the Job description for details