Administrative Coordinator

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Position Summary:
Under the direction of the Director, Global Engagement, provides administrative and logistical support to the unit’s operations. Supports the planning and delivery of events, international delegation visits, and conferences; provides day-to-day administrative support to the Director and Associate Directors (calendar, travel, expense claims); supports communications and digital content; administers online forms and the shared inbox; and assists with the administration of international funding programs.

Major Duties and Responsibilities:
Event and International Delegation Support (40%)

• Coordinate logistical arrangements for Global Engagement events, conferences, workshops, and international delegation visits.
• Assist with the coordination of visiting delegations, including venue bookings, catering, hospitality and travel arrangements, briefing materials, and campus logistics.
• Assist with events and engagement activities, including speaker outreach, guest lists, invitations, online registration processes, and event materials.
• Support communications related to events and special initiatives, including digital assets promotional materials, briefing packages, and post-event reporting and follow-up.
• Provide on-site event support, including registration, attendee coordination, troubleshooting, and hospitality services.
• Support the preparation of briefing materials including, biographies, agendas, participant lists, and supporting documentation and by communicating deadlines and collated in adherence to deadlines.
• Liaise with internal and external stakeholders to ensure smooth event delivery and adherence to timelines.
• Conduct post-event activities, including survey distribution, attendance tracking, reporting, and records management.
• Process and reconcile event-related expenses and invited guest reimbursements in accordance with University policies and procedures.
• Maintain filing, records and files systems, event records, contact databases, and documentation for future reference and reporting including the review, archiving and maintenance of our SharePoint filing system.

Administrative and Operational Support (20%):

• Manage the Director's calendar, schedule meetings, coordinate appointments, and liaise with senior administrative staff across the University and external partner organizations.
• Coordinate Director’s domestic and international travel arrangements, including conference registration, transportation, accommodations, itineraries, and required documentation.
• Coordinate the signing and distribution of digital documents
• Prepare and submit Director’s expense claims, and related financial documentation in accordance with University policies and procedures.
• Organize internal meetings, prepare agendas and materials, arrange catering, take meeting notes when required.
• Provide administrative support to Associate Directors on an as-needed basis, including travel planning, expense processing, and meeting coordination.
• Support procurement, purchasing, and invoice processing activities as required.

Communications and Digital Content Support (20%):

• Assist with the promotion of international programs, opportunities, events, and initiatives through social media, websites, newsletters, and other communication channels.
• Schedule and publish approved content across designated communications platforms.
• Coordinate the collection of stories, testimonials, photographs, and content from faculty, students, partners, and other stakeholders.
• Maintain and organize digital assets, including photos, templates, presentations, publications, and communications materials.
• Support the review and approval process for communications materials by coordinating feedback from relevant stakeholders.
• Assist with updating website content and ensuring information remains accurate and current.

Forms, Inbox, and Information Management (10%):

• Monitor and respond to inquiries received through the Global Engagement shared inbox, redirecting requests to the appropriate team member as required.
• Monitor and administer online forms, including but not limited to the International Visitor Request Form and MOU/AOC Proposal Form.
• Review submitted forms for completeness and accuracy and follow up with requestors when additional information is required.
• Maintain databases and tracking systems for visitor requests, partnership proposals, and program inquiries.
• Prepare routine reports and summaries on form submissions and inquiry trends.
• Maintain records of submissions and assist with updates to forms and templates.
• Maintain confidentiality and ensure the secure handling of information and records.

Funding Opportunity Administration (10%):

• Assist with the administration of international funding opportunities and other Global Engagement programs, including application intake, document management, correspondence, and record keeping.
• Coordinate the distribution of applications and supporting materials to reviewers and evaluation committees.
• Respond to applicant inquiries and direct questions to appropriate program contacts when necessary.
• Assist in the promotion of funding opportunities through internal and external communications channels.
• Draft and distribute promotional content for funding programs, including website updates, newsletters, and listserv announcements.
• Maintain applicant and award databases and ensure program records are accurate and up to date.
• Support coordination and communication of adjudication, award notification, reporting, and post-award administrative processes.
• Assist in preparing program statistics, summaries, and assessment reports.

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 (qualifier) 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:

Director Global Engagement

Position End Date (If applicable):

2027-10-29

Deadline to Apply:

2026-11-12

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, [email protected].