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).

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 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.

(iv) 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.

(v) Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that the guidelines are followed.

(vi) 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.

(vii) 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.

(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 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.

(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.

Other qualifying skills and/or abilities:

Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective work relationships with staff of all levels. Proven experience with management of complex and multi-faceted agenda. Demonstrated abilities in written communications (email, drafting letters, internal and external stakeholder communications) ability to clearly transmit and receive information accurately. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities. Must be able to demonstrate a high level of professionalism and discretion at all times. Proven flexibility, in order to adapt to tight deadlines, frequent changes and demands. Proven ability to work independently and as part of a team. Strong attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Ability to take accurate meeting minutes and follow up on action items. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and the Interne. Fully bilingual in English and French (written and oral).

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 Studies

Hourly Salary: (MUNACA Level F) $28.56 - $35.40

Hours per Week: 33.75 (Full time)

Supervisor: Program Officer

Position End Date (If applicable):

Deadline to Apply: 2023-01-29

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