Administrative Coordinator
2 weeks ago
Please refer to the
job aid for instructions on how to apply.
Faculty of Agricultural & Environmental Sciences, located at Macdonald Campus in Ste-Anne-de-Bellevue, is seeking an experienced Administrative Coordinator who must be fluent in both French and English.
Position Summary:
- Under the direction of a manager_, p
_rovides _
- administrative/financial_
- support to staff/portfolios managed by the Academic and Administrative Services unit. Acts as resource person for policies and procedures. Maintains computerized information systems. Processes a variety of general, accounting, financial transactions and resolves related complex issues._
Major Duties and Responsibilities:
(i) Acts as resource person regarding the unit’s policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
(ii) Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.
(iii) Drafts correspondence and other short documents of a complex nature. Formats documents and edits for grammar, spelling and accuracy. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
(iv) Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
Refers problems outside of area of expertise to appropriate resource persons or official.
(ix) 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.
(x) Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
(xi) 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.
(xiii) Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
(xiv) Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment.
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:
Proven ability to establish productive relationships with all levels of stakeholders. Proven ability to work autonomously and as member of a team. English and French, spoken and written. Demonstrated ability to provide support for various administrative activities, including those related to student, academic, and other activities. Demonstrated ability to take initiative, problem-solve and organize work. Strong ability to multi-task, prioritize and meet multiple deadlines in a dynamic environment. Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner at all times. Proven ability to draft correspondence, must be accurate and possess superior attention to detail. Proven discretion in dealing with confidential information.
- Knowledge of 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 3 (advanced) on a scale of 0-4, for both Verbal and written communications_
- Minimum Education and Experience:
- DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level F) $29.42 - $36.46
- Hours per Week:
- 33.75 (Full time)
Supervisor:
Finance Officer
Position End Date (If applicable):
2999-12-31
- Deadline to Apply:
- 2024-02-03
- ._
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