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Administrative Assistant
2 weeks ago
job aid for instructions on how to apply.
Faculty of Science
Position Summary:
Reporting to the Associate Director, the Administrative Assistant will ensure a smooth and efficient functioning of the day-to-day activities of the McGill Sustainability Systems Initiative (MSSI).
Typical Functions:
- Perform and organize activities to support the daily operations of the unit by ensuring that administrative services are carried out in accordance with established goals and objectives.
- Implement administrative procedures or systems that are moderately complex in support of the faculty, department or unit's operations and ensure activities meet or exceed established quality requirements.
- Monitor and reconcile accounts; assist in the preparation of reports and statements. Approve expenditures within established guidelines.
- Plan meetings, conferences, luncheons and special events. Record and distribute minutes.
- Administer physical resources of the unit or building in compliance with University and government regulations.
- Compile statistics and data for inclusion in reports. Update documents and reports, either in print or on the website.
- Assess and resolve administrative problems. When appropriate, inform supervisor and formulate recommendations.
Additional Information - Other Responsibilities:
- Ensure office smooth-running (first point of contact with facilities management, mail, building administration, etc.);-
- Provide support with meetings including determining participant availability and booking meetings, preparing and distributing meeting documentation, preparing speaking notes, and taking minutes.
- Manage Associate Director's calendar and arrange meetings as requested.
- Responsible for all administrative aspects of Funding calls. This includes reviewing and editing funding calls prior to launch, liaising with applicants, ensuring conformity with competition guidelines, preparing packages, coordinating review committee meetings, and communicating with recipients and financial officers for fund opening, extension and closing.
- Coordinate MSSI events (e.g., determine participant availability, find and reserve locations, book catering, audio-visual and other externals, follow up with participants, book hotels and meetings for visiting speakers, prepare and submit expense reports).
- Track expenses for Secretariat, and monitor and reconcile the MSSI budget.
- Order supplies and equipment, prepare travel arrangements and prepare, submit and follow up on expense reports for MSSI Secretariat.
- Maintain and develop MSSI directory structure on McGill server;
- Prepare documentation and various reports as requested (Annual Report, theme annual reviews, procedural documents, activity and financial reports, etc.)
Other Qualifying Skills and Abilities:
Duration:
one-year (1) contract
- Minimum Education and Experience:
- DEC III 3 Years Related Experience /
Hourly Salary:
(MUNACA Level H) $ $40.97
- Hours per Week:
- 27 (Part time) Monday, Tuesday, Thursday, Friday
Supervisor:
Professor
Position End Date (If applicable):
- Deadline to Apply:
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