Job Description

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Position Summary:
Under the direction of the Department Chair, coordinates the administration of operations for day-to-day activities of the Department of Pharmacology that fall outside the scope of Finance, Human Resources and Educational Affairs.
Major Duties and Responsibilities:Acts as the first point of contact and resource for the Department and office of the Chair. Provides information on a variety of diverse and complex issues, including area procedures and guidelines. Builds and maintains effective relationships and ensures client's needs are met. Resolves minor routine issues. Maintains discretion and confidentiality. Makes travel arrangements. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Monitors and maintains departmental budget, funds and accounts for unit. Monitors and reconciles various accounts, endowment funds, statements and reports. Identifies and analyzes discrepancies and errors. Corrects errors and follows-up on problems. Records expenses and provides account statements on request. Liaise with AEC Finance Team. Coordinates arrangements for large and complex events such as symposia, retreats, holiday parties, retirements, achievement celebrations and conferences. Assists coordination of student and Departmental events such as Pharmacology Research Day, Undergrad Research Day and Career Day. Coordinates weekly Seminars (guest speaker program): sends invitations, makes travel arrangements, drafts itineraries, keeps listserves up to date, processes expense claims for visitors and honoraria. Coordinates Chair's schedule, meetings, student interviews and reminders. Prepare travel arrangements for the Chair. Submission of expense reimbursement for the Chair. Maintains academic personnel files and completes documentation for recruitment, appointments, merit evaluations, promotions, nominations, sabbatical leaves, absences, salary anomaly and other administrative forms related to academic personnel. Liaise with AEC Academic Affairs Team and with the Faculty of Medicine and Health Sciences. Review of faculty and staff expense reports and supporting documents. Obtain Chair's signature for various documents. Participates in activities related to Student Affairs, such as admission, pre-registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, report student standing, loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official. Sets priorities and organizes administrative tasks in support of unit's day-to-day operations. Follows up on issues and informs Chair as needed regarding: Furniture/Equipment replacement/ purchases;*
Computer replacement/upgrades;*
Monitor class/seminar rooms, furniture, audio visual equipment for repairs and replacement;*
Assist with key and building access requests. Assigns temporary bldg. access cards;*
Produces correspondance (ex: Meeting Minutes, types letters, format documents, drafts memos and e-mail correspondance). Coordinates meetings, books rooms, sets up equipment, makes catering arrangements, schedules and liaises with stakeholders. Prepares documents for meetings, attends, takes and distributes minutes. Coordinates follow up on action items and resolves problems. Gathers milestones and achievements of department members to be shared with the community. Uses a variety of software. Acts as a resource person concerning the use of specialized software. Explains and demonstrates the use of software, resolve problems within area of expertise and liaise with computer resource persons as required. Compiles data for departmental annual report. Update, prepare and coordinate publication of documents such as logos and pamphlets. Update Calendars (General, Undergrad and Grad), prepare, post and maintain Bulletin/Notice Board, order stationary supplies and maintain inventory, assign Xerox Copier access and codes


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.



Other Qualifying Skills and/or Abilities:Ability to work autonomously and as part of a team. Must be able to demonstrate a high level of professionalism and discretion at all times. Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships. Proven experience with administering complex, multi-faceted agendas. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities and meet deadlines. Attention to detail. Demonstrated ability to resolve problems. Excellent organizational and effective communication skills; proven ability to compose, proofread and edit correspondence and reports using appropriate spelling, grammar and punctuation. Proven flexibility in order to adapt to frequent changes and demands. Demonstrated ability to take minutes at meetings and assemble agendas. Experience with event planning. Knowledge of University policies and use of University systems (Banner/Minerva/electronic filing practices). Proven experience to create and update websites and design brochures. Demonstrated ability to work in MS Office (such as Word, Excel, PowerPoint, Publisher, Acrobat). Bilingualism an asset; English and French, spoken and written.


As one of Montreal's Top Employers, here is what we offer: Competitive benefits package (Health, Dental, Life Insurance) (if eligible)*
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)*
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA) Competitive vacation policy Two (2) personal days Two (2) floating holidays Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day Paid time off over the December holiday period Tuition waiver for regular employees and their dependents Up to two (2) days of remote work per week where the position permits
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.



Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 on a scale of 0-4.



For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level G) $31.19 - $38.65
Hours per Week:
33.75 (Full time)
Supervisor:
Professor
Position End Date (If applicable):
Deadline to Apply:
2025-09-14McGill 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.