{"id":3547908,"url":"https://alion.io/job/mcgill-university-administrative-coordinator-9","title":"Administrative Coordinator","company":{"id":5757,"name":"McGill University","domain":"mcgill.ca","url":"https://alion.io/company/mcgill","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":97,"open_postings":20,"ghost_share":0,"stale_share":0.3,"repost_share":0.05,"time_to_fill_p50_days":15,"computed_at":"2026-11-03T05:54:40Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"posting_text","remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Canada"],"countries":["CA"],"hiring_countries":["CA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":29000,"max_usd":54000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":8},"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-30T21:31:52Z","employer_posted_date":"2026-10-30","last_verified_at":"2026-11-03T05:16:52Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.\nIf 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).\nPosition Summary:\nUnder 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.\nMajor Duties and Responsibilities:\nEvent and International Delegation Support (40%)\nCoordinate logistical arrangements for Global Engagement events, conferences, workshops, and international delegation visits.\nAssist with the coordination of visiting delegations, including venue bookings, catering, hospitality and travel arrangements, briefing materials, and campus logistics.\nAssist with events and engagement activities, including speaker outreach, guest lists, invitations, online registration processes, and event materials.\nSupport communications related to events and special initiatives, including digital assets promotional materials, briefing packages, and post-event reporting and follow-up.\nProvide on-site event support, including registration, attendee coordination, troubleshooting, and hospitality services.\nSupport the preparation of briefing materials including, biographies, agendas, participant lists, and supporting documentation and by communicating deadlines and collated in adherence to deadlines.\nLiaise with internal and external stakeholders to ensure smooth event delivery and adherence to timelines.\nConduct post-event activities, including survey distribution, attendance tracking, reporting, and records management.\nProcess and reconcile event-related expenses and invited guest reimbursements in accordance with University policies and procedures.\nMaintain 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.\nAdministrative and Operational Support (20%):\nManage the Director's calendar, schedule meetings, coordinate appointments, and liaise with senior administrative staff across the University and external partner organizations.\nCoordinate Director’s domestic and international travel arrangements, including conference registration, transportation, accommodations, itineraries, and required documentation.\nCoordinate the signing and distribution of digital documents\nPrepare and submit Director’s expense claims, and related financial documentation in accordance with University policies and procedures.\nOrganize internal meetings, prepare agendas and materials, arrange catering, take meeting notes when required.\nProvide administrative support to Associate Directors on an as-needed basis, including travel planning, expense processing, and meeting coordination.\nSupport procurement, purchasing, and invoice processing activities as required.\nCommunications and Digital Content Support (20%):\nAssist with the promotion of international programs, opportunities, events, and initiatives through social media, websites, newsletters, and other communication channels.\nSchedule and publish approved content across designated communications platforms.\nCoordinate the collection of stories, testimonials, photographs, and content from faculty, students, partners, and other stakeholders.\nMaintain and organize digital assets, including photos, templates, presentations, publications, and communications materials.\nSupport the review and approval process for communications materials by coordinating feedback from relevant stakeholders.\nAssist with updating website content and ensuring information remains accurate and current.\nForms, Inbox, and Information Management (10%):\nMonitor and respond to inquiries received through the Global Engagement shared inbox, redirecting requests to the appropriate team member as required.\nMonitor and administer online forms, including but not limited to the International Visitor Request Form and MOU/AOC Proposal Form.\nReview submitted forms for completeness and accuracy and follow up with requestors when additional information is required.\nMaintain databases and tracking systems for visitor requests, partnership proposals, and program inquiries.\nPrepare routine reports and summaries on form submissions and inquiry trends.\nMaintain records of submissions and assist with updates to forms and templates.\nMaintain confidentiality and ensure the secure handling of information and records.\nFunding Opportunity Administration (10%):\nAssist with the administration of international funding opportunities and other Global Engagement programs, including application intake, document management, correspondence, and record keeping.\nCoordinate the distribution of applications and supporting materials to reviewers and evaluation committees.\nRespond to applicant inquiries and direct questions to appropriate program contacts when necessary.\nAssist in the promotion of funding opportunities through internal and external communications channels.\nDraft and distribute promotional content for funding programs, including website updates, newsletters, and listserv announcements.\nMaintain applicant and award databases and ensure program records are accurate and up to date.\nSupport coordination and communication of adjudication, award notification, reporting, and post-award administrative processes.\nAssist in preparing program statistics, summaries, and assessment reports.\nAs one of Montreal's Top Employers, here is what we offer:\nCompetitive benefits package (Health, Dental, Life Insurance) (if eligible)\nDefined contribution pension plan (with employer contribution up to 10%) (if eligible)\nGroup Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)\nCompetitive vacation policy\nTwo (2) personal days\nTwo (2) floating holidays\nNine (9) \"Summer Fridays\" - paid days off between the St-Jean Baptiste holiday and Labour Day\nPaid time off over the December holiday period\nTuition waiver for regular employees and their dependents\nUp to two (2) days of remote work per week where the position permits\nBefore 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.\nKnowledge 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.\nFor a definition of our language proficiency levels, please clickhere.\nMinimum Education and Experience:\nDEP - Secretarial Studies 4 Years Related Experience / DEP - Office SystemsHourly Salary:\n(MUNACA Level F) $29.42 - $36.46Hours per Week:\n33.75 (Full time)Supervisor:\nDirector Global EngagementPosition End Date (If applicable):\n2027-10-29Deadline to Apply:\n2026-11-12McGill 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, .","description_format":"text","description_chars":8231,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"phd","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":["Equity","Life insurance","Retirement plans"],"hiring_locations":[{"name":"Canada","iso":"CA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Higher Education"],"lifecycle":[{"event":"open","at":"2026-10-30T21:31:52Z"}],"visa":[],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":3,"expected_fill_days":15,"reasons":["conf:0","velocity","win:early","comp:brand"],"computed_at":"2026-11-03T05:54:40Z"},"pay":null,"html_url":"https://alion.io/job/mcgill-university-administrative-coordinator-9","json_url":"https://alion.io/job/mcgill-university-administrative-coordinator-9.json","meta":{"generated_at":"2026-11-03T06:07:24Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":8336,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-04T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":5757},"rest":"https://alion.io/mcp/rest/get_company?id=5757"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmcgill-university-administrative-coordinator-9"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmcgill-university-administrative-coordinator-9"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmcgill-university-administrative-coordinator-9"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/mcgill-university-administrative-coordinator-9\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmcgill-university-administrative-coordinator-9"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3547908}},{"tool":"search_jobs","arguments":{"company":"mcgill.ca","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3547908},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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