Administrative Coordinator

McGill University

  • Sherbrooke, QC
  • Permanent
  • Full-time
  • 6 days ago
Please refer to the 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 client support to the unit and university community. Assists in ensuring the smooth functioning of the unit’s operations. Acts as resource person for Procurement Policies and Procedures. Act as liaison with other departments, communicate with clients on the status of their orders.Primary Responsibilities:Procurement Support and Operations
  • Act as a Procurement Help Desk resource, providing daily support and guidance on unit policies and procedures via ticketing system, email, and phone.
  • Monitor the main Procurement email inbox, ensuring timely responses and appropriate follow-up.
  • Escalate complex inquiries to appropriate resource persons as needed.
  • Act as a liaison between the University, its clients, and suppliers for day-to-day process and system matters.
System and Process Management
  • Monitor and coordinate Change Order and Receipt error queues in McGill MarketPlace (MMP).
  • Perform daily verification in Banner to ensure purchase orders (POs) are correctly issued, posted, and integrated with MMP.
  • Monitor ship to addresses in MMP
Supplier and Vendor Management
  • Act as a back-up for duties within their area of responsibility in the Supplier Management Portfolio
  • Collaborate with Accounts Payable on special projects related to supplier invoicing issues.
Additional Responsibilities
  • Assign Central PCard requests to appropriate Super Card Holders within the unit.
  • Act as liaison for Customs Brokerage transactions.
  • Contribute to ongoing unit activities by performing miscellaneous procurement-related tasks.
Other Qualifying Skills And/Or Abilities:Proven ability to provide professional support in a University setting. Ability to manage high volume of requests and to prioritize based on urgent requests. Demonstrated ability to work in a computer-based environment using advanced ticketing system, Microsoft Office, as well as experience with McGill MarketPlace (MMP), Banner (INB) and Minerva. Proven ability to work autonomously and as part of a team. Demonstrated ability to troubleshoot, solve problems, take initiative, and prioritize workload. Must be service oriented. English and French, spoken, written and read.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 policy
  • Two (2) personal days
  • Two (2) floating holidays
  • Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
  • Paid time off over the December holiday period
  • Tuition waiver for regular employees and their dependents
  • Up 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 # 4 on a scale of 0-4.For a definition of our language proficiency levels, please click .Minimum Education and Experience: DEP - Secretarial Studies 4 Years Related Experience / DEP - Office SystemsHourly Salary: (MUNACA Level F) $29.42 - $36.46Hours per Week: 33.75 (Full time)Supervisor: Systems and Support ManagerPosition End Date (If applicable):Deadline to Apply: 2025-09-10McGill 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, .

McGill University