Job Description

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Position Summary:
Responsible for providing a high level of organizational and administrative support to the Assistant Vice-Principal (Financial Services), and for contributing to the smooth and efficient operation of his Office in support of its priorities.

Primary Responsibilities:

• Primary responsible for planning and managing the calendar of the AVP to optimize the use of her time. Plan schedule with a view to prioritizing events and meetings; make judgments about juggling and deferring meetings when urgent matters arise and about referring requests and inquiries to other offices for prompt attention and response.
• Anticipate and deliver support (schedule, briefings, logistical arrangements, travel and personal) to allow the AVP to operate at her highest ability and to advance the priorities of her portfolio.
• Administers accounts. Acts as resource person and resolves problems. Prepares journal and ledger entries. Processes or monitors the processing of financial and accounting transactions. Examines and analyses accounting and financial records and documents such as bank statements, expenditures, budgets, loans and others.
• Manage AVP\xe2\x80\x99s incoming & outgoing correspondence and related functions.
• Respond on behalf of the AVP, recommending solutions, flagging deadlines and other time-sensitive information and perform follow-up actions as required. Ensure accuracy, quality and timeliness. Coordinate the distribution, tracking and back-up of documents requiring the AVP\xe2\x80\x99s signature (invoices, contracts, agreements, etc.).
• Work closely with other colleagues in the office \xe2\x80\x93 and other offices as appropriate \xe2\x80\x93 to ensure that the AVP is properly briefed and prepared for all meetings and events, including Board-related activities and external meetings. (Offices include Principal\xe2\x80\x99s Office, VP A&F, Office of the Provost, University Services, Faculties, and external organizations such as other universities, MELS, Financement Quebec, CREPUQ, Credit Agencies, Deloitte and Touche, etc.).
• Follow up, independently and to completion, on numerous action items related to events, meetings and inquiries.
• The incumbent is expected to bring both autonomy and good judgment to decisions about disseminating and collecting information
• Assist in the preparation of various reports and statements (including university reports, the Financial Statement Analysis Report, Financial Report to the Board of Governors). Responsible for layout of report; edits text, coordination to final production.
• Participate in special projects by researching, analyzing and summarizing findings, including Federal Indirect Costs, Hospital Teaching costs, MELS funding, Bill 95, RFA, Energy Reports, CAUBO Report, etc.
• Establish procedures and/or controls related to office filing, archiving systems, and committee documents.
• Supervise one part-time casual staff. Record staff absences and vacation requests in Workday for the Office of the AVP.
• Maintain committee binders and ensure accuracy of information, e.g. agendas, and related documents.
• Prepare and/or assist with development of presentations and documentation for use by AVP (e.g. Moody\xe2\x80\x99s, Standard and Poors, New Deans and Directors Retreat, Board of Governors, Audit and Finance, Senate, P7).
• Manage tracking system for all cheques requiring signature by the AVP and the VP (Administration and Finance) and Procurement Services.

Other Qualifying Skills and/or Abilities
Proven experience with management of complex agenda. Demonstrated organizational skills, attention to detail and ability to multi-task. Demonstrated ability to work independently and as part of a team. Demonstrate a high level of professionalism and discretion at all times. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets, Banner, Minerva, Workday and other related software. Accounting experience an asset. English and French, spoken and written.















Minimum Education and Experience: DEC III 3 Years Related Experience /





























Annual Salary: (MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00















Hours per Week: 33.75 (Full time)





























Supervisor: Associate Vice-Principal (Financial Services)





























Position End Date (If applicable):















Deadline to Apply: 2023-02-15















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 .