Administrative Assistant
3 weeks ago
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 post-secondary 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 leadership-related 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 follow-up.
- 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 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.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:
Academic Associate
Position End Date (If applicable):
Deadline to Apply:
- 2024-02-14
- ._
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