Administrative Student Affairs Coordinator
2 weeks ago
job aid for instructions on how to apply.
Position Summary:
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. Followsup 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.
- 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.
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:
Must be client-focused and service-oriented, with a proven ability to interact with staff and residents of all levels. Demonstrated initiative, strong organizational skills, and ability to prioritize and multi-task to meet changing deadlines. Demonstrated ability to solve problems, result oriented. 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. Discretion and patience in dealing with confidential information.At ease in a PC environment using Microsoft Office programs and specialized databases such as MyCourses, Minerva, Banner, One45 programs.
Advanced knowledge of Excel and Zoom ( Must be able to schedule meetings, manage passwords, breakout rooms, etc.) is essential.
knowledge of MS Teams ( Schedule meetings; create files in teams to be shared, etc.) is a strong asset. Excellent communication and interpersonal skills. English and French, spoken and written. Testing will be administered.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.
The level of English required for this position has been assessed at a level 4 on a scale of 0-4.
- Minimum Education and Experience:
- DEP
- Office Systems 4 Years Related Experience / DEP
- Secretarial Studies
Hourly Salary:
(MUNACA Level G) $ $38.65
- Hours per Week:
Supervisor:
Student Affairs Officer
Position End Date (If applicable):
- Deadline to Apply:
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