Senior Administrative Coordinator

Job Description

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Position Summary:

Under the directors of the Institute of Air and Space Law (IASL) and the Paul-André Crépeau Centre for Private and Comparative Law (Crépeau Centre), respectively, manage the day-to-day operation of the Institute and Centre's general administration involving finance, event organization, communications, student and alumni affairs, admissions, teaching, research and administrative support to its staff in accordance with the unit's goals and objectives.

Major Duties and Responsibilities:

1) Conference/Event Organizer/l Oversee large and complex events both locally and internationally; participate as member of the planning committee; attend meetings; prepare documentation and assist with preparation of agenda programs, its graphic design and publicity; maintain event and its registration website maintenance; management of facilities location and event's AV requirements and activities; make travel arrangements; manage registrations, financial budget and liaise with internal/external organizations and government agencies co-hosting our events.

2) Financial Coordinator: Administer all accounts for the Units; process a number of duties such as advances, requisitions, expense reports, invoices, cheque and credit card deposits; prepare budgets or budget proposals; monitor funds and reconcile various accounts, statements, and reports; identify and analyse discrepancies and errors; record expenses and provide account statements on request; correct errors and follows up on problems; review expense reimbursement claims on behalf of Unit's research/student assistants to ensure compliance with applicable policies; provide information to staff, students, individuals and external organizations on University financial policies.

3) Recruitment Coordinator: As Recruitment Coordinator maintain files and complete documentation for postings of job requisitions for research assistants and casual workers in Workday; etc.

4) Research Centre Coordinator: Provide support for Units' research projects and grants; prepare budgets, approve and/or control expenditures within established guidelines; liaise with Research Grants Office and ensure projects are compliant; compile information in order to prepare grant applications; liaise with other institutions in this compilation, and coordinate their submission; attend meetings and act as a resource person concerning internal policies and procedures and those of granting agencies; coordinate Centre's Annual Board Meetings and its reports.

5) Publication Sales and Marketing Manager: Oversee the production of the Unit's publications and communicate with publisher; prepare advertising, marketing, and sales information; draft correspondence and other short documents and edit for grammar, spelling and accuracy; maintain inventory and sales records; manage sales and distribution of Unit's publications; compile statistics and data for inclusion in reports.

6) Resource person for academic program, student relations and alumni support and development: As liaison person provide information involving matters related to student affairs, admissions, registration, financial aid and international student-related issues; liaise with hire of sessional lecturers, preparation of course materials, exams and course scheduling and changes; assist in administrative processes relating to thesis submission and DCL oral defenses; arrange guest lecture visits, seminar and colloquiums; host student events; coordinate internships, moot competitions; provide support for teaching staff, adjuncts and sessional lecturers; refer problems outside of area of expertise to appropriate resource persons; Liaison person for alumni network and development initiatives through its regional alumni groups or Faculty Development Office; collaborate with Alumni Associations in organizing events, conferences, seminars, board meetings, and receptions; assist in establishing new regional associations; attend events and meetings in support of alumni relations and fundraising activities; maintain a spreadsheet and listserv of current students and graduates; participate in special projects; compile data and findings relating to the graduates of the unit for inclusion in annual reports, fundraising initiatives and collaborate in the production of alumni publications and other materials.

7) Unit's Administrative Coordinator: i) maintain Unit's websites and social media networks and ensure that information is accurate and complete; coordinate website posting and activities with Faculty webmaster; ii) maintain Director's agenda; schedule meetings, contacts participants and book meeting rooms; remind supervisor of appointments and organize schedule according to priorities; assist with preparation of agenda; attend meetings, take minutes, and follow up on decisions within area of responsibility; iii) coordinate travel arrangements and registrations for Director's attendance at events such as symposia and conferences, as well as, for other teaching colleagues; iv) receive and screen telephone calls; provide information and assist students and staff with problems that arise; assist visitors and be client focused and service oriented with ability to deal with people at all levels; direct callers and visitors to appropriate resource persons; v) liaise with computer resources persons and participate in their development to improve efficiency within the unit; vi) ensure inventory and purchases of supplies and equipment; arrange for servicing of office equipment; vii) provide administrative support to the unit's teaching cohort of adjunct professors and sessional lectures; viii) maintain filing system and arrange for archiving.

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,