Administrative Assistant (MT0520, ADM1A, GR03)

Job Category: 
Term positions for Management and Professionals


Position Summary:

Reporting to the Internship Manager, Provide efficient and effective administration to a faculty/department/unit, in support of teaching, research and administration, in accordance with the unit's goals and objectives, while ensuring coherence with the University's mission and culture. Plan, develop and implement administrative processes and policies for the Internship Office. Develop administrative standards, practices and systems. Provide a liaison function with other units and with external organizations. Support activities related to general administration including, but not limited to: finance, human resources, communications, student affairs, physical resources, archives, governance and legal affairs. Manage research administration, contracts, grants, philanthropic gifts or other formal relationships. Interpret and apply University regulations, policies and guidelines. Perform functions related to planning and institutional analysis.

Duties and Responsibilities:

  • Implement services and provides procedural information regarding the unit's goals and objectives
  • Serves as primary administrative contact and resource for the program. Advises students on issues relating to the administration of the exchange program.
  • Handles requests for information on policies and procedures (in person, by email, by letter, or by telephone) from staff, students and representatives from other universities.
  • Responsible for all logistics including faculty and student travel arrangements, lodging, visas for faculty and students; prepares students and faculty for successful travel.
  • Processes applications, certificates and other forms, and ensuring that they are complete. Follow-up as needed
  • Oversees and reviews publications, reference guides and promotion to meet participation from target audiences. Maintains web site, including providing all the content for the website.
  • Monitors and reconciles accounts. Prepares budget and reports, carries out accounting and administrative duties, issues student awards, setting up of funds and processing POPs payments. Provides liaison support with various McGill offices and other academic units to advance the Initiatives partnership.
  • Assist in the implementation of human resource initiatives/programs/policies at the department level introduced by the Faculty and/or the University.
  • Compiles statistical reports pertaining to the Initiatives and provides updates per academic semester to the supervisor.
  • Oversee the organization and the co-ordination of meetings and conferences.
  • May undertake special projects.

Education and Experience:

Undergraduate degree

Three (3) years' related experience

Other Qualifying Skills and Abilities:

Proven knowledge of University’s policies and procedures, particularly of student affairs. Results-driven, a self-starter, and highly motivated with a demonstrated ability to build constructive and effective relationships both internal and external. Client-focused, with strong skills in listening, planning, organizing, priority setting, analyzing and problem solving. Proven ability to work independently and as part of a team. Tact and discretion with regard to sensitive and confidential information. Experience in organizing events. Some experience with facilitation of workshops. Demonstrated ability to work in a computerized environment using advance software including presentation software, web page editing, databases. Demonstrated communicate on skills, both written and verbal in English and in French. Must be available for international travel. Knowledge of Mandarin (spoken and written) an asset.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apply.arts [at]

The deadline to apply for this position is February 27, 2020 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Arts will only contact applicants selected for an interview.

The masculine is used to lighten the text, without prejudice to the feminine form.

In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.

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, [at] or 514-398-3711.

Faculty of Arts
Internship Office
Salary Range: 
(Grade 03) $47,000 - $58,800 (midpoint) - $70,600
One (1) year
Reporting to: 
Internship Manager
Reference no.: