Administrative Coordinator

About the role

The Administrative Coordinator provides essential administrative and secretarial support to the Security Services unit at McGill University. Working under the direction of an immediate supervisor, the role ensures smooth daily operations, manages documentation, and serves as a resource for policies and procedures.

Key responsibilities

• Consult documentation and liaise with security agencies to verify daily/monthly invoicing accuracy.
• Administer unit accounts, monitor and reconcile billing processes using Jaeger, and resolve discrepancies.
• Draft, format, and edit correspondence, reports, memos, and other administrative documents.
• Maintain calendars for senior security staff, schedule appointments, and organize meetings.
• Provide information to callers, direct visitors, and assess needs for additional resources.
• Prepare files with supporting documentation, respond to requests, and ensure follow‑up actions.
• Coordinate meetings, book rooms, prepare agendas, take minutes, and track action items.
• Arrange travel and logistics for security services events and conferences.

Required profile

• Strong attention to detail and ability to follow established procedures.
• Excellent written communication skills for drafting and editing documents.
• Ability to manage multiple priorities and work collaboratively with supervisors and internal/external clients.
• Experience handling billing, account reconciliation, and basic financial documentation.

Required skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Jaeger billing system or similar financial software

What we offer

• Opportunity to work within a respected academic institution.
• Professional development and exposure to security services operations.