Assistant to The Chair

1 month ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.
- The Assistant to the Chair is responsible for providing flexible, agile and high quality support to the Chair by overseeing all issues related to scheduling, meeting and special events. Performs and/or organizes activities in support of the daily operation, includes teaching and administration by ensuring that administrative services are carried out in accordance with established goals and objectives, and aligned with the strategic vision of the Unit. Participates in establishing priorities and schedules of projects, as well as participates in the development and implementation of projects related to the Unit’s mission. Works in collaboration with the AEC team on dossiers related to the administration of academic matters.
- 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.

Maintain space inventory and interact with facility service units for required services to the building, such as renovations, security, emergency responses, safety, etc.

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.
- Other Qualifying Skills and/or Abilities
- Proven experience with management of complex, multi-faceted agendas. Proven experience with minute taking and proof reading documents in English and French. Demonstrated capacity to manage multiple tasks with tight timelines and competing demands. Strong organizational skills, is able to prioritize tasks, organize meetings with many high level executive leaders. Autonomous that requires mínimal supervision to complete tasks. Must be able to demonstrate a high level of professionalism and discretion at all times. Meticulous in documenting follow-up actions regarding ongoing files. Demonstrated ability to work independently as well as collaboratively, including delegation, within a team environment. Attention to detail and thoroughness. French & English - (Excellent command of English, both spoken and written, and French, spoken and written. Strong knowledge of Microsoft office tools including Power Point, Excel, Word, Outlook and OneNote. Knowledge of BANNER, Minerva, Endnote, and MMP is an asset.
- 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._
- Other information:_
- _testing may be administered.
- Minimum Education and Experience:

- DEC III 3 Years Related Experience /

Hourly Salary:



(MUNACA Level H) $33.05 - $40.97
- Hours per Week:

- 33.75 (Full time)
Supervisor:

Professor
Position End Date (If applicable):

Deadline to Apply:

- 2023-12-06
- ._

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