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Job Description
Provides advanced administrative support to the Office of First Nations and Inuit Education (OFNIE), with a focus on course administration, student registration, instructor support, records management, and day-to-day operational coordination.
Primary Responsibilities
- Support course administration and student registration processes.
- Prepare, maintain, and organize student, instructor, and course records.
- Prepare course packages, instructional materials, and other administrative documentation.
- Track attendance, course completion, and end-of-course documentation.
- Monitor outstanding administrative requirements and ensure timely follow-up.
- Provide administrative support to instructors throughout the course delivery process.
- Coordinate administrative follow-up with students, instructors, Indigenous education partners, and relevant University units.
- Respond to routine inquiries and direct more complex matters to the appropriate individuals or departments.
- Coordinate the preparation, distribution, shipment, and tracking of course materials and documentation.
- Maintain tracking tools and follow up on outstanding materials or administrative requirements.
- Ensure course materials and related documentation are organized and available as required.
- Assist with the organization and coordination of meetings, events, and other OFNIE activities.
- Schedule meetings, prepare invitations and participant lists, and coordinate logistical arrangements.
- Prepare meeting materials and maintain related records and follow-up documentation.
- Prepare and maintain spreadsheets, tracking tools, reports, lists, and electronic files to support OFNIE operations.
- Ensure the accuracy, completeness, organization, and confidentiality of administrative records.
- Maintain up-to-date documentation to support course delivery, student administration, and operational requirements.
- Manage multiple priorities and deadlines while ensuring the timely completion of assigned tasks.
- Exercise sound judgment and initiative in resolving routine and more complex administrative matters.
- Work independently while collaborating closely with the OFNIE administrative team.
- Perform other related administrative duties as assigned.
Qualifying Skills and Abilities
- Strong organizational, time-management, and follow-up skills, with attention to detail and accuracy.
- Excellent written and verbal communication and interpersonal skills.
- Ability to manage multiple priorities, work independently and collaboratively, and exercise sound judgment.
- Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams); familiarity with SharePoint and electronic file management is an asset.
- Ability to maintain accurate records, prepare spreadsheets and reports, and learn new administrative systems and processes.
- Ability to handle confidential information with discretion and communicate professionally with diverse stakeholders.
- Fluency in English; French is an asset.
- Interest in Indigenous education and community-based programs; experience in academic or student administration is an asset.
Minimum Education and Experience:
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Position End Date:
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This position is covered by the AMUSE collective agreement.
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, accessibilityrequest.hr@mcgill.ca.