Job Opening – Administrative Coordinator

 

Job Opening – Administrative Coordinator

The Administrative Coordinator of The Presbyterian College is responsible to the Principal of the College but works as part of a staff team to ensure that the College pursues its mission efficiently and with excellence. The work of the coordinator is central to the work of The Presbyterian College and is key to our effective addressing of the challenges and opportunities for theological education today.

For the full job description, in PDF format, click here.

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Job Description:

Skills and Competencies

The Administrative Coordinator will have the following skills and competencies:

  • English and French fluency, oral and written.
  • Excellent communication skills – including personal, electronic, and telephone communication skills.
  • Close attention to detail in all tasks, and a capacity to multi-task.
  • Demonstrated team spirit and enjoyment working with the public.
  • Computer skills, including full competence with the Microsoft Office suite of programs.
  • Facility with, or capacity to quickly become competent with, software programs including Student Information System (SIS, Classe365), database (SUMAC), Customer Relations Software (CRM, Mautic), and website (WordPress).
  • Experience in, or familiarity with theological education is an asset

 

Accountabilities and Responsibilities are in the following areas:

RECEPTION
As receptionist, the Administrative Coordinator is often the first person encountered by guests and members of the college community. This work requires someone who enjoys interacting with and serving others, representing the college with a positive spirit.

  • Welcome visitors and answer inquiries received by phone or email
  • Receive, distribute and dispatch mail and packages
  • Keep notice boards up to date

EVENT COORDINATION
Throughout the year, the College hosts programs such as continuing education, mentoring groups, guest lectures, and the annual convocation. Tasks include:

  • Complete registrations and process payments for events and special programs
  • Co-ordination of catering and accommodations
  • Assist in the advertising of programs
  • Manage membership within the Mentoring Program
  • Coordinate yearly convocation including invitations, regalia rental, banquet, photographs, facilities support, diploma preparation, hotel accommodations.

STUDENT LIAISON
Assisting prospective and current students as well as alumni is an important role in the college. Tasks include:

  • Assist the Academic Dean in processing student applications, following up with prospective students, and supporting student file management.
  • Process student tuition and fee payments in consultation with accountant
  • Maintain student list
  • Administer transcript requests in cooperation with the Academic Dean

RESIDENCE AND FACILITIES
The College has a residence of 40 rooms and 3 suites, hosting College and McGill students. Tasks related to the residence and facilities include:

  • Processing residence applications and meeting prospective residents.
  • Processing of monthly rental payments
  • Consultation with Dean of Residence, Building Superintendent, and Director of Pastoral studies concerning any issues in residence.
  • Coordinate summer and apartment rentals, and facility rentals to outside groups.
  • Issue parking lot permits and coordinate snow removal contract for winter

OFFICE MANAGEMENT
The Administrative Coordinator assists in the efficient functioning of the College and assists faculty in their work as appropriate. Tasks include:

  • Responding to or forwarding correspondence, emails, phone calls
  • Maintaining stock of stationary and office supplies, and related expenses
  • Manage photocopy and postage machines
  • Coordinate meetings of various College committees with distribution of minutes and committee documents

COMMUNICATIONS
The College seeks to keep its constituency up to date with its various programs. Tasks include:

  • Preparation of newsletter twice yearly
  • Updating of college and residence websites on occasional basis
  • Maintenance of email lists for groups within college
  • Maintain stock of printed brochures, financial campaign materials, etc.

DONATIONS AND DATABASE
Help to manage the SUMAC database, which supports college fundraising.

  • Enter donations into database and process monthly
  • Keep database up to date and generate reports from database as required.
  • Create tax receipts

OTHER TASKS
There are other requirements that may arise in the life of the college and which may not be included above, and the Administrative Coordinator may be called upon to complete tasks or responsibilities other than those indicated above.

Compensation

Compensation corresponding to qualifications and experience: $18 to $22/hour plus health and dental plan and pension plan participation.

Application

Please send your application to (and please note that only those selected for an interview will be contacted):

The Presbyterian College
Roland De Vries (Acting Principal)
3495 University Street,
Montreal, QC,
H3A 2A8

514-288-5256 ext. 209

rdevries@pcmtl.ca

 

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