Job Description

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Position Summary:

Reporting to the Dean of Arts provides administrative support to the Deans office. In support of the University\xe2\x80\x99s teaching, learning and research goals and objectives, provide a high level of confidential administrative support to the Faculty of Arts in accordance with university policies and procedures. This includes the coordination and assistance of a variety of activities, including providing information to employees and students concerning University policies and procedures. Coordinate, implement and maintain the administrative processes of the Dean\xe2\x80\x99s Office. Perform a variety of duties related to the coordination of meetings, information gathering and follow-up. Provide support administrative activities. Oversee building access, web-site, events. Provide information related to policies and procedures.

Responsibilities

Responsible for digitally archiving and reviewing files in the office.

Support the Academic Affairs Officer with nil salary appointments, sabbatical leaves, scheduling of meetings (e.g., FRC, UTC).

Assist Academic Affairs Officer with filling dossiers into D2 for reappointments and promotions.

Provides administrative and secretarial support to the Academic Affairs Officer as related to the above matters.

Assist Manager of Operations with building-related tasks for Dawson Hall (such as building access for Dawson and respond to inquiries related to Building Director duties including forwarding issues to FCC).

Email space audit forms to departments, collect replies, and send to Manager of Operations.

Triage requests concerning Faculty of Arts policies and procedures, and direct to appropriate contact.

Assists with the organization and preparation of Faculty of Arts events as required.

Requests alcohol permits and submits alcohol and catering orders.

Updates and maintains the faculty\xe2\x80\x99s main webpage. Makes sure that site content is kept up to date, edits and proofreads text.

May attend meetings such as Faculty Council minutes and Faculty Review Committee. Coordinates the meeting, takes minutes, and follows up on decisions within area of responsibility.

Compile contact list of (Chairs/Directors, Admin staff at the Dean of Arts office) at the Faculty of Arts.

Support Faculty committees as needed (EDI Committee, Curriculum Committee, Nominating Committee, Student Affairs Committee, et al.)

Support responses to specified categories of incoming requests to the shared inbox, including electronic voice mails.

Supporting requests for Dean\xe2\x80\x99s signature

Support and work in collaboration with the Deans office in ensuring the smooth functioning of the Faculty of Arts.

Ordering of materials and stationery supplies.

Perform other related duties as required.

Other Qualifying Skills

Demonstrated knowledge of academic policies and procedures. High-level of organizational skills and ability to multi-task. Effective communication skills with an ability to listen as well as clearly transmit and receive information both in writing and verbally. Strong interpersonal skills with a proven ability to provide excellent customer service to a variety of stakeholders. Demonstrated accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines. Proven ability to draft correspondence, to proofread text and edit documents using appropriate spelling, grammar, punctuation, and formatting. Experience in managing schedules and arranging meetings. Proven ability to work independently and as part of a team. Demonstrated experience working in fast-paced environment and dealing with urgent matters (files, deadlines, memos, etc). Ability to expedite information to appropriate units/individuals in a confidential manner. Demonstrated experience working in a PC environment with an excellent command of Word, Excel, Power Point and Outlook. Fluently bilingual in both English and French. Experience in managing schedules and arranging meetings including setting up virtual meetings on Teams and Zoom. Knowledge of McGill\xe2\x80\x99s systems is an asset (Banner (FIS), Minerva, Workday, MMP).

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 4 on a scale of 0-4

Minimum Education and Experience: DEP 5 Years Related Experience /

Annual Salary: (MPEX Grade 01) $51,450.00 - $57,170.00 - $65,750.00

Hours per Week: 33.75 (Full time)

Supervisor: Professor

Position End Date (If applicable):

Deadline to Apply: 2023-11-15

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, .

McGill University