Position Title: Position Summary: Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit's operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.Major Duties & Responsibilities:
- Acts as resource person regarding the unit's policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
- Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.
- Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. 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.
- Administers accounts for unit. Prepares budgets or budget proposals. 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.
- Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
- Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings, loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.
- Provides 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.
- Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks, which may be performed by an employee whose position has been matched to this generic job description.
Education & Experience: Other Qualifying Skills And/Or Abilities: Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, other administrators). Demonstrated knowledge of collective agreement, policies and procedures (AMURE, AMUSE, AGSEM). Demonstrated initiative organizational skills and excellent attention to detail. Ability to perform under pressure and be resourceful. Proven ability to prioritize and multi -task to meet deadlines. Knowledge with financial tasks such as expense reports, purchase order setup and invoice payments, crystal reports. Demonstrated ability to work independently and as part of a team. Ability to perform under pressure. Effective communication skills (ability to clearly transmit and receive information both in writing and verbally). Strong computing skill with ability to use advanced software (i.e.(Word), spreadsheets (Excel) and Outlook, databases, web applications, etc.). Experience with McGill applications (POPS, BANNER SIS/FIS, Minerva) is an asset. English (spoken and written) and French (spoken and read).Reference Number: How To Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Science:
853 Sherbrooke Street West (Dawson Hall), room 314
*Current employees: please indicate your McGill ID number in your application.*
We thank all applicants for their interest in McGill University. However, the Faculty of Science will only contact applicants selected for an interview.
The masculine is used to lighten the text, without prejudice to the feminine form.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for unionized positions or according to the personnel policies for non-unionized position. McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, firstname.lastname@example.org or 514-398-3711.