Coordinator, Administrative Services

Position Details

Responsibilities

• Coordinate budgets and financial transactions, including forms, invoices, expenses, timesheets, P-Card reconciliations, and payment requisitions through SAP.
• Maintain budget records and follow up with Finance, Accounts Payable, Financial Services, and Payroll on missing payments or documents.
• Prepare administrative forms, correspondence, records, data, mailings, course timetable documents, personnel statistics, and employment files.
• Maintain directories, filing and archival systems, office supplies, bulletin boards, and mail; coordinate moves and mailbox changes.
• Coordinate life model hiring, bookings, onboarding, timesheets, and instructor listings.
• Support departmental IT services and maintain Moodle hubs, access, course links, and posted communications.
• Assist with part-time and tenure-track recruitment, workload updates, committee files, interviews, travel, and hiring meetings.
• Coordinate Fine Arts Internship Awards and organize student submissions and committee materials.
• Schedule departmental meetings, book rooms and equipment, prepare agendas, invite guests, and take and transcribe minutes.
• Support the Department Administrator and Chair with research, follow-ups, projects, and communications.
• Assist with student course coding and academic service paperwork, room bookings, and key-control and security-pass records.

Qualifications

• Three-year technical DEC in a field related to the main responsibilities and two to four years of relevant work experience.
• Very good spoken and written English (Level 5) and basic spoken and written French (Level 3).
• Intermediate Word, Excel, Adobe Acrobat, and Outlook skills, plus excellent use of Office 365 tools.
• Able to prioritize, solve problems, multitask, work independently and collaboratively, and perform under pressure with minimal supervision.
• Strong interpersonal and organizational skills, discretion, confidentiality, and ability to work in a high-volume environment.
• Knowledge of Carrefour, SIS, FRIS, SAP, Concur, Ariba, or Millennium is an asset.
• University financial and procurement policy knowledge is desirable; fine arts or studio arts familiarity is an asset.

Systems and Tools

• Work uses SAP, FRIS, SIS, Moodle, Office 365, Outlook, Teams, SharePoint, Excel, Word, Adobe Acrobat, and university administrative platforms.

Workplace

• The position is assigned to the Sir George Williams campus in downtown Montreal.

Application Note

• Applicants are encouraged to include a cover letter describing their interest and fit.