Administrative Coordinator

2 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

Position Summary:
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit’s operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.

Major Duties and Responsibilities:

- 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.
- Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows upon decisions within area of responsibility.
- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
- Acts as resource person, resolves problems and instructs others. Provides technical guidance and assistance concerning work methods, the operation of a wide range of audiovisual equipment and related techniques.
- Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

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 punctual and able to work in-person Monday-Friday, with possibility of limited hybrid work. Demonstrated ability to work in a PC environment using word-processing, spreadsheets, databases, Banner SIS, and Banner FIS. Experience with Microsoft 365 solutions and tools and virtual meeting and communications platforms (MS Teams, Zoom). Demonstrated ability to set priorities, coordinate several activities concurrently, and work independently. Attention to detail. Proven ability to meet weekly and monthly deadlines. Demonstrated ability to clearly receive, retain and transmit information received on the phone or in person. Must have a person-centered approach with a proven ability to listen and assist according to established protocols. Demonstrated ability to write, edit and proofread documents, including minutes, using appropriate spelling, grammar and punctuation. Demonstrated ability to plan and coordinate events. Knowledge of French and English.

Other desired assets:

- Experience working in high-pressure situations.
- Experience working with sensitive and confidential files.
- Experience working in a university context.
- Interest and knowledge of the effects of sexual and gender-based violence on individuals and communities.
- Interest and knowledge of intersectional, feminist, and anti-oppressive responses to sexual and gender-based violence.
- Interest and knowledge of equity, diversity, and inclusion principles with a particular sensitivity towards 2S&LGBTQIA+ issues, anti-racism, and/or indigenization.

McGill University is an English-language university where day to day duties may require English communication both verbally and in writing
- Minimum Education and Experience:

- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:



(MUNACA Level F) $28.56 - $35.40
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Associate Director, OSVRSE
Position End Date (If applicable):

2025-02-05
- Deadline to Apply:

- 2023-02-27
- ._

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