Senior Administrative Coordinator

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Student Wellness Hub

The Student Wellness Hub provides a range of health services to McGill students with a focus on awareness, prevention, and early intervention. The Student Wellness Hub has a variety of clinicians that provide one-on-one appointments, therapy groups and other services. Within the Student Wellness Hub, the Healthy Living Annex focuses on health promotion and offers peer support programs for both the Macdonald and downtown campuses. 

Position Summary:
Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distributes and verify the work of a small group.

Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

• Acts as resource person regarding the Student Wellness Hub’s policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with the Hub leadership.
• Oversees, , organizes, and verifies the work of the Administrative Coordinator, and participates in their onboarding and training.
• Reviews the Confluence Hub manual to redesign and optimize relevant administrative processes and procedures, and communicates the changes to the relevant Hubs team members
• Maintains agenda of the Director Student Wellness Hub. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities. Provide comprehensive follow-up and ensure all outstanding items regarding correspondence, e-mails and requests are followed-up in a timely manner.
• Coordinates arrangements for large and complex events such as symposia and conferences such as BP net. Makes travel arrangements.
• Assists the Hub leadership in coordinating Hub trainings and events: coordinate logistics, room setup, organize the format of the event, participants registration, itinerary organization of meetings, etc. Acts as a resource person for all inquiries before and after the event.
• Schedules special meetings such as SWHAB and Hub leadership meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
• Act as a resource person for administrative questions,
• Coordinate internal communication on behalf of the unit director or leadership team,. Liaise with other offices and departments. Listserv coordination;
• Complete certain annual departmental reports; Updates, assists in preparation and coordinates publication of documents such as the annual reports for CSS and yearly donor stewardship reports.
• Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy.
• Create expense reports, process PCard reconciliation, manage event budgets ;
• Supports the Operations team in the management of vendor payments
• Management of the payments for fee-for-service professionals such as Psychiatrists.
• Supports centralization of Hub purchasing, including Shag Shop, medical, non-medical purchases
• Administers accounts for unit. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
• Responsible for managing certification of trainings for professionals and coordinating with professional orders on administrative matters
• Provides information to visitors such as UA or from other institutions, determines reason for visit and prepares necessary documents. Directs visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
• Prepares files attaching appropriate supporting documentation and researching information as required. Prepare PowerPoint presentation for meetings and e