Job Description

Please refer to the
How to Apply for a Job (for External Candidates) 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).
Under the direction of the immediate supervisor, provides administrative and secretarial support for administrative and student affairs activities. Participates in ensuring the smooth functioning of the unit’s operations. Responsible for documents and files of unit. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Advises students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Administers unit accounts.

Major Duties and Responsibilities:

• 
  
  
  Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
  Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up and ensures appropriate implementation of decisions made by supervisor.
  Advises students in relation to their files. Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares residency rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
  Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.
  Organizes specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation. Prepares timetables and schedules room bookings for unit. Prepares schedules and books exams for unit.
  Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements and reports. Identifies and analyses discrepancies and errors. Ensures that tuition fees and other student fees are properly assessed. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
  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 guidelines are followed.
  Produces reports and statistics. Takes note and types various documents such as correspondence, reports, memos, etc. Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports, including maintaining and updating web pages. Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Signs certain documents.
  Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  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.
  Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
  Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other personnel administration forms. Follows procedures or explains procedures to follow. Ensures that deadlines are met.
  Receives and screens telephone calls. Provides information to visitors, determines reason for 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.
  Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
  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.
  EDUCATION AND EXPERIENCE: - DEP (Secretarial/Office Systems) - 4 years of related experience

Other Qualifying Skills and/or Abilities:
Must be client-focused and service-oriented, with a proven ability to interact with staff and residents of all levels. Knowledge of One45 experience an asset. Experience working with a residency program an asset. Demonstrated ability to transmit and receive information accurately and listen and assist residents with problems. Demonstrated initiative, organizational skills, and ability to prioritize and multi-task to meet regular deadlines. Proven ability to work independently and as part of a team. Demonstrated ability to clearly transmit and receive information. 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. Discretion in dealing with confidential information. Ability to work in a PC environment using specialized databases, word processing, spreadsheets, presentation software, email, and web maintenance. English, spoken and written. French, spoken. Written Test may be administered.







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

























Hourly Salary: (MUNACA Level 10A) $23.40 - $32.28







Hours per Week: 33.75 (Full time)














Supervisor: Executive Director (Faculty of Medicine)














Position End Date (If applicable):







Deadline to Apply: 2022-08-25







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,
accessibilityrequest.hr@mcgill.ca.