Administrative Coordinator

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Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply. If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar). Student Accessibility and Achievement Student Accessibility and Achievement provide an array of learner support services to McGill students of all levels of study, including reasonable academic accommodations for those with documented disabilities of either a permanent, temporary, or episodic nature. They foster an accessible and inclusive university experience for McGill's diverse student population in collaboration with other Student Services and the wider McGill community through resources and services. Position Summary: Under the supervision of the Associate Director, Exams and Operations, assists with the organization and administration of accommodated examinations for students with disabilities. Monitors and maintains database of scheduled exams, ensures appropriate exam measures are in place, including technical formatting, software and equipment setup, exam security, etc. Acts as a contact for policies and procedures governing examinations and exam security, resolves problems, instructs others on exam protocol. Liaises with/between faculties and students. Prepares drafts of exam-related materials used to communicate and publicize services and important information to students, faculty and administration. In consultation with Exam Centre management, updates exam-related content of the SAA Web Page and also SAA sections of University publications. Responsible for documents and files of the unit. Maintains computerized information systems. Performs related duties, as required. Major Duties and Responsibilities: Provides support for the organization and coordination of student requests for all accommodated midterms, finals, tests, quizzes and deferred examinations, as well as incidental special exams. Liaises with the faculty to ensure all examinations are received and that policies governing information and formatting are respected. Ensures that exams are in alternate format as required, e.g. in Braille, enlarged, etc. Ensures necessary and appropriate hardware and software are available for the exam session. Verifies and compiles exam-related information. Works with faculty members and other administrative staff to administer exam accommodations. Oversees and coordinates the timely delivery of exam materials back to the department/faculty member. Responsible for the bundling of exams and maintenance of exam delivery records. Acts as resource person during extended hours for exam writing. Assists with the preparation of examination schedules and timetables. Distributes schedules to students and invigilators. Resolves schedule conflicts. Assigns invigilators their examination rooms with necessary specialized equipment, rooms and keys. Resolves problems related to invigilators, rooms, timing of exams, special arrangements/instructions from the professors, porters of buildings, etc. Coordinates the confidential printing, bundling, packing, storage and delivery of examination papers. Verifies results to ensure instructions have been followed accurately. Implements, ensures and enforces exam security measures in all exam locations. Recommends procedural changes to improve unit efficiency, including recommendations on casual staff requirements. Follows up on and ensures appropriate and timely implementation of decisions made by supervisor. Ensuring that all standards are met, and procedures are followed. Participates in cross training within the exam team, and other roles within the SAA as needed. Provides back up coverage for front desk administrative tasks for planned / unplanned absences. Is part of the SAA cross-trained Administrative team. Acts as resource person regarding the unit's policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents. Provides detailed information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and 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. Responds to requests within area of responsibility. Notes required actions and ensures follow-up. Updates

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