Job Description

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McGill\xe2\x80\x99s Scholarship and Student Aid Office (SSAO) advises McGill students on funding options, budgeting, and debt management. They administer all provincial, federal, and US government student financial assistance. They offer an Entrance Bursary Program, Entrance Scholarships, an In-Course Financial Aid Program (loans and bursaries) and a Work Study Program based on financial need.

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:

\xc2\xb7 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.

\xc2\xb7 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.

\xc2\xb7 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.

\xc2\xb7 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.

\xc2\xb7 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 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.

\xc2\xb7 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:

Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels. Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting in both official languages. Must be accurate and possess superior attention to detail. Demonstrated ability to provide support for various administrative activities. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative and problem-solve. Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven discretion in dealing with confidential information. Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Advanced Excel, PowerPoint, Outlook, Banner (BSA, SIS) (asset) and Minerva (asset). Must possess website management skills (McGill Web Management System) to maintain, edit and create pages for unit\xe2\x80\x99s dynamic website. Ability to draft, post content, and create events on social media sites.

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 (advanced) on a scale of 0-4.

Additional Information:

Monday to Friday, 33.75 hours per week.

#LI-Hybrid

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: Operations & Scholarships Manager

Position End Date (If applicable):

Deadline to Apply: 2023-10-01

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, .

McGill University