Administrative Coordinator

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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:
2026-07-21

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.