Job Description

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Senior Administrative Coordinator, Gault Nature Reserve (Mont-St-Hilaire)

Position Summary:
Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distributes and verify the work of a small group. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties & Responsibilities:

Oversees the day-to-day operations of the unit or department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.

Ensuring that all standard are met and procedures are followed, organizes, distributes and verifies the work of a small team, and participates in their training.

Acts as resource person regarding the unit\xe2\x80\x99s policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.

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.

Prepares budgets or budget proposals. Makes on-going recommendations. Administers accounts for unit. 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 supervisor\xe2\x80\x99s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

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.

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.

Schedules special meetings, contacts participants, prepares relevant documentation 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 large and complex events such as symposia and conferences. Makes travel arrangements.

Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of specialized software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

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:
Ability to carry out room bookings, event logistics and planning. Demonstrated ability to schedule and plan with rigorous attention to detail. Demonstrated ability to take initiative, problem-solve, multi-task, prioritize and organize work. Proven ability to work both autonomously and as a member of a team. Client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (public, staff, students, school groups) and deal effectively and diplomatically in sensitive situations. Demonstrated ability to be resourceful and able to perform under pressure, prioritize and meet deadlines. Knowledge of accounting principles and experience with financial tasks such as expense reports, journal transfers and points of sale reconciliation. Experience working with the public, an asset. Proven ability to draft correspondence, proofread text, and edit documents. Strong computing skills with ability to work in a PC environment using MS Office including Outlook, Excel, Word, PowerPoint as well as Banner (SIS, FIS), Lenel, and Minerva. Although McGill University is an English-language university, the day-to-day duties at Gault Nature Reserve require excellent French communication skills both verbally and in writing. A good knowledge of the English language is an asset.

Additional Information:
This position is located at the Gault Nature Reserve, in Ville de Mont-St-Hilaire, Quebec (40 km from down-town Montreal).

How to Apply:

External candidates (no current or active working appointments with McGill), utilize your personal email address and NOT your mail.mcgill.ca address or mcgill.ca) to create a profile through the external link:

Internal candidates: (you currently have an active position at McGill), utilize your mcgill.ca email address through his/her Workday Welcome Homepage:

Click on the Careers application, then Find Jobs, followed by searching for the position \xe2\x80\x93 Click on \xe2\x80\x9cApply\xe2\x80\x9d

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

Hourly Salary: (MUNACA Level G) $30.28 - $37.52

Hours per Week: 33.75 (Full time)

Supervisor: Administrative Assistant (ER)

Position End Date (If applicable):

Deadline to Apply: 2023-01-16

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