Job Description

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Posting Reference # AMUSE 20220912

Job Summary:

Teaching and Learning Services (TLS) is looking for a candidate for an Office Assistant C position to provide administrative and secretarial support. Participates in ensuring the smooth functioning of the unit's operations. Acts as resource person for policies and procedures. Assists in the organization of unit activities. Responsible for documents and files of the unit.

Typical functions:

• 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
• 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.
• 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.
• Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
• Ensures financial procedures are followed according to financial services policies and coordinates follow-up as appropriate. This may include travel advances, expenses reports and purchase orders.
• 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..
• 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.
• Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit.
• Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment..
• Uses standard office equipment such as personal computer, 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.

Minimum Education, Certification and Experience:

• Training on MMP is an asset
• DEP (Secretarial/Office Systems)
• Four (4) years' related experience

Job requirements:

• To be eligible for this job, interested candidates must have access to a computer and high-speed internet, webcam and microphone, and work from home office space
• Must be willing to learn new procedures
• Must be available to work on campus as necessary
• Familiarity with web conferencing technology (Microsoft Teams, Zoom, etc.)
• Ability to work in a blended PC environment using spreadsheets, databases, Minerva, OneDrive, and web applications.

Skills/abilities:

• Excellent organizational skills and proven ability to multi-task in a team-oriented and complex office environment.
• Excellent writing skills in English.
• Must possess strong customer focus and service-oriented skills with a proven ability to clearly and effectively receive, retain and transmit information at all levels within the organization.
• Demonstrated ability to provide support for various administrative activities; maintain electronic filing systems; manage inventory; proven ability to take initiative, problem-solve in area of responsibility and to multi-task and prioritize to meet multiple deadlines.
• Demonstrated discretion in dealing with confidential information.
• Proven ability to work in a PC environment using word-processing, spreadsheets, databases, presentation software, email, and Minerva.
• French spoken and written is an asset.

What's in it for you?

• Diverse and inclusive work environment
• Possibilities to collaborate with knowledgeable student peers, administrative and academic staff
• Opportunities to contribute to student-enriched learning initiatives
• Career skills training opportunities
• Options to enhance co-curricular record
• Potential internal full-time career opportunities upon graduation and professional references

To apply, please submit your complete application via Workday, including your cover letter and CV no later than September 25, 2022.

Before applying, please consult guidelines for (employees with a current active employee in Workday) or as need be, (all other candidates) to ensure successful completion and submission of your application. Should you have any questions, please contact .

Minimum Education and Experience: High School Diploma 2 Years Related Experience

Hourly Salary: (AMUSE C) $23.17

Estimated Number of Work Hours per Week: 20 (Part time)

Position Start Date: 2022-09-12

Position End Date: 2022-12-31

Deadline to Apply: 2022-09-25

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, .