Administrative Assistant

2 weeks ago

Montreal, Quebec, Canada McGill University Full time
Please refer to the

job aid for instructions on how to apply.

Position Summary:

  • Primary Responsibilities:
  • 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.
  • Maintain space inventory and interact with facility service units for required services to the building, such as renovations, security, emergency responses, safety, etc.
  • 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.
  • Provide support for student affairs and academic administrative activities.
  • Establish and foster effective working relationships by identifying needs and providing support in the delivery of services.
  • Assess and resolve administrative problems. When appropriate, inform supervisor and formulate recommendations.
  • Attend meetings.
  • 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- Administrative experience within an executive or senior level academic administrative office setting.

  • Completion of postsecondary education (e.g., certificate in office or business administration) preferred. A combination of education and experience may be considered.
  • Advanced administrative and specialized skills with knowledge to support complex workflows, practices, and initiatives.
  • Significant experience with advanced calendar management practices and administrative best practices for data management and standardized processes.
  • Significant experience with meeting minute taking and agenda preparation in a secretariat role.
  • Strong organizational awareness and understanding of executive, academic, or McGill administrative processes.
  • Excellent interpersonal skills and strong written and oral communication skills in English and French.
  • 5 years administrative experience in a executive or leadershiprelated environment preferred.
  • Must be highly organized while demonstrating strong attention to detail while having experience in supporting multiple, complex and diverse tasks.
  • Capable of independent problem solving and making decisions with confidence. Able to assess and respond appropriately to emerging issues to determine urgency level, and followup.
  • Excellent ability to create relationships with diverse teams, partners, and stakeholders in a professional and efficient manner.
  • Knowledge of French and English: McGill University is an Englishlanguage 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 04.

Minimum Education and Experience:

  • DEC III 3 Years Related Experience /

Hourly Salary:
(MUNACA Level H) $ $40.97

  • Hours per Week:
Full time)

Supervisor:
Academic Associate

Position End Date (If applicable):

Deadline to Apply:
- ._

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