Job Description

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University Advancement (UA) promotes McGill to its global community and to the public, engaging alumni, volunteers and friends of the University, and building on McGill\xe2\x80\x99s record of fundraising success in support of University priorities.

By joining UA, you can be part of a dynamic, exciting and growing team of professionals that is making an extraordinary impact on the world by advancing the philanthropic and engagement ambitions of McGill University.

To find out more about UA, please visit us at .

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit\xe2\x80\x99s 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 and Responsibilities:
(i) Acts as resource person regarding the unit\xe2\x80\x99s 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.
(ii) 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.
(iii) Updates, prepares and coordinates publication of documents such as departmental handbooks. 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.
(iv) 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.
(vi) Completes documentation for payment, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
(viii) Maintains supervisor\xe2\x80\x99s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
(ix) Provides information to callers, email correspondents and visitors. Determines reason for call, email or visit and directs callers, email correspondents and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
(x) Screens and sorts mail. 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.
(xi) 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.
(xii) Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
(xiii) Uses a variety of software. Liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
(xv) Uses standard office equipment such as personal computer, calculator and photocopier.
(xvi) 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:

Bachelor\xe2\x80\x99s degree an asset

Demonstrated advanced organizational and priority setting skills with proven ability to multitask and work under tight deadlines in a fast-paced environment.

Proven ability to coordinate a complex calendar and to set up, arrange and prioritize complex meetings. Proven ability to coordinate arrangements for events and meetings.

Experience making travel arrangements with associated financial tasks such expense reports, purchase order setup and invoice payments.

Proven ability to compose correspondence, including minutes of meetings and to proofread documents using appropriate spelling, grammar, and punctuation and formatting in English and French.

Demonstrated communication skills and a proven ability to transmit and receive information accurately both in writing and verbally with appropriate tone for multiple audiences at different organizational levels.

Demonstrated ability to be resourceful, client focused, and service oriented with a superior ability to collaborate with donors/volunteers and senior management.

Demonstrated accuracy and attention to detail.

Proficient in a PC environment using specialized databases and MS Office Suite of tools. Knowledge of SharePoint an asset.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 3 on a scale of 0-4.

Additional Information:

Testing may be administered. On occasion, this position requires work in the evenings and/or weekends.

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Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary: (MUNACA Level F) $29.42 - $36.46

Hours per Week: 33.75 (Full time)

Supervisor: Managing Dir Alumni Relations

Position End Date (If applicable):

Deadline to Apply: 2023-08-16

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, .

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