Administrative Coordinator
McGill University · Sherbrooke 680 ·
- Employment
- Part time
- Category
- Administration
- Experience
- 4+ years
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Unit / Faculty: School of Continuing Studies / French Language Testing and Non-Credit programs
Part-time position (20.25 hours / 3 days per week) for 6 months period
Position Summary:
Under the direct supervision of the Director of French Language Testing and Non-Credit Program, the Administrative Coordinator supports the day-to-day delivery of TEF (Test d’évaluation de français) and TEFAQ (Test d’évaluation du français adapté pour le Québec) exams, language placement tests, and related activities within the Global and Strategic Communication (GSC) domain. This includes scheduling exams, registering candidates, coordinating invigilators, preparing materials, and providing on-site support to ensure testing sessions run smoothly and according to established procedures. The role also serves as a key point of contact for students, responding to inquiries, maintaining accurate records, supporting course administration, and helping to ensure a high standard of service.
Major Duties and Responsibilities:
1. Acts as resource person regarding the unit’s policies and procedures. 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.
2. 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.
3. Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
4. Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
5. Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
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:
- Excellent interpersonal skills to establish and maintain effective working relationships with stakeholders at all levels.
- Ability to multi-task in a fast-paced environment and to carry on simultaneous projects with minimal supervision.
- Ability to respect competing deadlines and to adapt to changing circumstances.
- Strong problem-solving, priority-setting, and organizational skills.
- Proven attention to detail and analytical skills to understand, interpret, and apply complex academic policies and procedures.
- Fluency in French (spoken and written) is required, as communication with candidates and external partners is primarily conducted in French.
The schedule is variable based on operational needs, including required availability on Saturdays to support testing activities.
The role is fully in-person, as it involves the direct administration of examinations and on-site support.
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 #3 (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
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, [email protected].