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).

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems. Provides service and administrative support for the overall day-to-day operations of three academic units, as part of a Faculty-based administrative hub. 

Major Duties and Responsibilities:

Carries out tasks to provide support to three departmental units and their academic users.   Acts as knowledgeable resource person to provide detailed information on a variety of requests and matters (e.g. onboarding for new TT staff, administrative processes, business cards, personalized letterhead, access to MyCourses, new procedures, guidelines, important deadlines, etc.).   Disseminates information of a diverse nature to users.   Resolves issues within areas of responsibility; refers complex matters to appropriate resource persons/experts in the Faculty and in central McGill units.  Provides information by e-mail, in person, via virtual platform, or over the phone. 

Maintains several databases and university electronic information applications;  verifies accuracy of transactions and forms.  Provides information to professors with regards to the Work Study Subsidy Management Program and how to apply.  Proposes suitable generic job titles for employing casual workers.   Collects documentation regarding approved Work Study students.   Keeps abreast of the AMUSE collective agreement to maintain knowledge of applicable hourly rates.   Organizes job postings on the student Career & Placement Services web site.  Guides new casuals on Time entry process in WD.  Can transact in WD as Local Timekeeper and Recruiting Coordinator.   Handles WD transactions for guest lecturers.

Collaborates with Administrative Assistant on various projects and administrative tasks (e.g. data collection for cyclical reviews, assistance with office and laboratory moves, liaison with Facilities Management). 

Maintains liaison with academic staff; acts as primary point of contact for inquiries and provides assistance or information; follows up on missing approvals for transactions.  Assists with use of Workday, Banner FIS and Minerva forms (e.g. travel expenses reimbursement; mark submission).  Provides FOAPALS to students who need expense reimbursements completed.   Handles requests for U-print access, long distance call codes, room keys, network jack installation.   Initiates travel advance requests.  Guides new research staff on requesting an account with courier companies.  Facilitates issuing of parking passes for visitors.  Controls use of courier account for departmental and teaching-related package deliveries and pick-ups.     

Sets up new vendor requests and places orders through MMP; contacts suppliers.  Obtains purchase orders.    Completes and submits payment requisitions.   Reconciles purchases made with Pcards.   Investigates and follows up on discrepancies.  Maintains inventory of office supplies and “scantrons” ahead of exam sessions.

Prepares invoices/IDC’s for services and charges to be recovered (lab, space, equipment and vehicle use, ethyl alcohol, etc.).  Processes cash and cheques for deposit.  Assembles required “back-up” documentation.

Provides support to some academic related tasks; organizes exam printing, Iron-ring ceremony in engineering, collects course outlines.    Updates Minerva with regards to course evaluation information.

Assists with coordination of field trip arrangements; makes general travel arrangements.   May be required to coordinate meetings or assist with organization of other departmental activities/events.   Provides information on conference rooms and classrooms booking procedures; makes room reservations as needed.

Maintains proficiency with MS software (Word, Excel, Powerpoint) to generate correspondence, documents, lists, signs, forms, tables, reports, grant applications, etc.  Proofreads for grammar and spelling.  Maintains and updates “Listserv” of departmental users.   Oversees and maintains departmental resource e-mail accounts.   Follows-up on issues with office telephones.  Retrieves telephone billing documentation from the Web.

Files, scans and maintains filing system, mostly on a shared drive.   Maintains record of service contracts.   Carries out archiving of departmental documents and files. 

Keeps knowledge up-to-date with regards to McGill’s administrative procedures and systems tools and applications.   During absence of supervisor, provides support to departmental Chair. 

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 policyTwo (2) personal daysTwo (2) floating holidaysNine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour DayPaid time off over the December holiday periodTuition waiver for regular employees and their dependentsUp 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 # (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:

Administrative Supervisor

Position End Date (If applicable):

2026-10-03

Deadline to Apply:

2025-08-24

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.