Job Description

Please refer to the job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).This is a permanent position in the Department of Civil Engineering.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:

• 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.
• 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.
• Administers accounts for unit. Prepares budgets or budget proposals. 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, and 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.
• 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.
• 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.
• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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:Seeking an enthusiastic and welcoming individual keen to contribute to and support the activities of Civil Engineering. Strong organizational skills and attention to detail. Experience with BASC (student stipends), McGill Marketplace, expense reports and supporting student affairs activities. Familiarity with the McGill Web Management System an asset. Experience required with reception duties or in hospitality services. Proven ability to work under pressure, multi-task, meet deadlines and to work as part of a team. Service-oriented with proven ability to deal with a diverse range of individuals (students, administrative staff and technicians, professors, researchers, etc.). Demonstrated ability to transmit and receive information clearly and accurately. Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets, Minerva, Banner, MS Teams, Zoom, etc. and to work with reports and statistics. 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.Minimum Education and Experience: DEP - Office Systems 4 Years Related Experience / DEP - Secretarial StudiesHourly Salary: (MUNACA Level F) $29.42 - $36.46Hours per Week: 33.75 (Full time)Supervisor: Administrative OfficerPosition End Date (If applicable):Deadline to Apply: 2024-08-15McGill 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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