Administrative Coordinator – School of Physical and Occupational Therapy

About the role

The School of Physical and Occupational Therapy (SPOT) at McGill University is seeking an Administrative Coordinator to support the Director in managing daily office operations, communications, and governance activities. This role ensures the Director’s office runs efficiently and contributes to the smooth functioning of the school.

Key responsibilities

• Manage the Director’s calendar, schedule meetings, and coordinate logistics such as AV equipment and catering.
• Prepare briefing notes, draft correspondence, and handle the Director’s signature process for official documents.
• Organize travel arrangements and assist with expense report inquiries for faculty.
• Maintain confidential filing systems, archive, scan, and shred documents according to records retention policies.
• Provide comprehensive support to standing committees, including scheduling, preparing meeting materials, taking minutes, and following up on action items.
• Coordinate academic search committee processes, compile candidate dossiers, and manage reference communications.

Required profile

• Strong organizational skills with the ability to prioritize multiple tasks.
• Excellent written communication and attention to detail.
• Experience handling confidential information and adhering to records management policies.
• Proficiency in coordinating meetings, events, and committee work.

Required skills

• Proficiency with standard office software (e.g., word processing, spreadsheet, email).
• Familiarity with electronic filing and document management systems.

What we offer

• Opportunity to work in a dynamic academic environment.
• Collaboration with faculty, staff, and external partners.
• Professional development within a leading university.