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Position Summary:

Reporting to the Program Director for the Executive MBA Program (EMBA), the incumbent will provide administrative and logistics support  in the following key areas: admissions, student affairs, module planning, and finance.  The successful incumbent should be able to be well-versed with the intricate details of the program’s policies and procedures, and be able to prioritize and manage the different deadlines.

Primary Responsibilities:

• Coordinate all academic module logistics, including course materials, faculty communications, evaluations, and offsite delivery.
• Connect with module directors, ensuring they are informed, and supported throughout the planning and delivery of their modules and sessions.
• Process payments and invoices for both academic staff and suppliers through HEC & McGill systems. Prepare and submit expense reports.
• Assist in program orientation, graduation, special events, and end-of-program activities: including planning schedules, preparing materials, coordinating communications, and supervising onsite logistics.
• Coordinate space and event booking, including catering, room set-up requirements, AV, and IT.
• Coordinate communications including Weekly Newsletters, Sponsors and Family Emails.
• Coordinate the grading of all modules including the final paper process for all cohorts, ensuring academic and administrative milestones are met.
• Coordinate the admissions process between McGill and HEC, including verification of all application data, creation of participant files, and ensuring compliance with university admissions procedures.
• Provide support in logistical planning for Canadian and international offsite modules.
• Act as point of contact for certain weekend modules to ensure continuity of program quality and participant support.
• Maintain and regularly update the bank of required books, articles, and cases for each course/module using myCourses.
• Ensure the consistent application of university policies and procedures from both McGill and HEC Montréal.
• Collaborate with cross-functional team members and provide support or training to staff where needed.

Other Qualifying Skills and/or Abilities
Excellent organizational and interpersonal skills as well as a keen sense of observation. Must be participant-focused, service-oriented and able to remain composed in the face of unforeseen issues, and at ease with unexpected changes. Must exhibit tolerance and compassion in stressful situations. Must operate with the utmost discretion, as participants often submit and discuss highly confidential material. Proven analytical, planning, problem-solving and decision-making skills. Demonstrated ability to work under pressure on multiple projects, prioritize and meet strict deadlines with limited supervision. Experience in managing a graduate program in an executive learning environment, including the supervision of staff when necessary. Strong attention to detail. Demonstrated ability to work in a MS Office environment and have experience using Banner SIS. Familiarity with Banner, SharePoint, Limesurvey, and Node XL a plus. Ability to learn new software as required. Knowledge of the functions of the Desautels Faculty of Management and HEC Montréal an asset. Languages: Fluency of French and English (spoken and written). McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. A third language (e.g. Spanish) would be an asset.