Administrative Assistant (MT0801, ADM1A, GR3)

Job Category: 
Term positions for Management and Professionals


Position Summary:

Reporting to the Director, Strategy and Operations, the Administrative Assistant is responsible for providing high level organizational and administrative support to the Director and the Academic Affairs team. The Administrative Assistant contributes to the smooth and efficient operation of the office in support of its priorities and mission.

Duties and Responsibilities:

  • Manage the administrative process related to policy and program review. Apply policies and provide advice to faculties/departments regarding graduate programs.
  • Assist the Academic Affairs team in reviewing existing programs and courses.
  • Oversee in-depth review of course and program submissions. Review and propose edits to program titles and descriptions that will be entered into the University Calendar and as such will become a legal working document of the University. Manage the schedule for maintaining and revising course and program approval.
  • Oversee the organization of the CGPS (Council of Graduate and Postdoctoral Studies) meetings. Prepare and finalize Council meeting agendas in consultation with the Dean. Prepare documentation, attend meetings and take minutes.
  • Ensure follow-up of decisions made at CGPS and the Sub-Committee on Teaching Programs (SCTP).
  • Maintain systems to structure and store contact information, email correspondence, shared drive documents and files for all courses and program approvals.
  • Administer and oversee the updating of the graduate sections of the University Calendar. Monitor the Calendar to ensure graduate sections of the document are up to date. Liaise with other units for Calendar revisions as required, providing advice on proposed edits.
  • Conduct research and statistics gathering for the Director for inclusion in reports. Draft and edit correspondence, letters and documents that are sometimes complex in nature.
  • Manage the email resource accounts for the Academic Affairs Team. Respond to requests and monitor required action and follow-ups.
  • Undertake special projects pertaining to academic programs and courses.

Education and Experience:


Three (3) years' related experience

Other Qualifying Skills and Abilities:

Experience with University structures and procedures an asset. Ability to work with tight deadlines, and demonstrated maturity and professionalism. Ability to work independently and as part of a team. Good ability to set priorities and identify and solve problems. Proficiency with the Microsoft Office suite. Strong communications skills and the ability to respond with good judgment. Excellent English and French, verbal and written.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:


McGill University, Human Resources (Staffing)

688 Sherbrooke Street West, suite 1520

Montreal, Quebec

H3A 3R1

Email [at]

The deadline to apply for this position is November 14, 2019 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, Staffing will only contact applicants selected for an interview.

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.

Graduate and Postdoctoral Studies
Salary Range: 
(Grade 03) $47,000 - $58,800 (midpoint) - $70,600
Six (6) months
Reporting to: 
Director Strategy & Operations
Reference no.: