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Position Summary:
Under the direction of the immediate supervisor, the incumbent 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.
Major Duties and Responsibilities:
Oversees the day-to-day operations of the unit or department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.
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.
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.
Prepares budgets or budget proposals. Makes on-going recommendations. 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.
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.
Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
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.
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.
Schedules special 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.
Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of specialized software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.
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.
Other Qualifying Skills and/or Abilities:
Demonstrated organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast-paced environment. Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, punctuation and formatting. Must be resourceful, client focused and service oriented with a demonstrated ability to assist senior management, take initiative and problem-solve. Demonstrated accuracy and attention to detail. Proven ability to coordinate arrangements for events and meetings. Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally. Demonstrated ability to work autonomously and as a member of a team. Demonstrated discretion in dealing with confidential information. Proficient in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email and the Internet. Experience making travel arrangements and with financial tasks such expense reports, purchase order setup and invoice payments. English and French, spoken and written.
Additional Information:
This is a temporary position (1 year)
The incumbent will have to work onsite 5 days a week.
Minimum Education and Experience:
Hourly Salary:
Hours per Week:
Supervisor:
Position End Date (If applicable):
Deadline to Apply:
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, accessibilityrequest.hr@mcgill.ca.