Administrative Coordinator

3 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.
- Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
- 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.
- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
- 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.

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:
Demonstrated ability to work in a PC environment using word-processing, spreadsheets, databases, Banner SIS, Banner FIS, electronic mail and social media tools. Demonstrated ability to prioritize and multi-task. 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 student-centered orientation 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:_
- 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_
- _
- on a scale of 0-4._

Additional Information:
Experience managing multiple agendas considered an asset. Experience working in a student-facing position in high-pressured situations considered an asset. Experience working in a student-facing role, working with Student Awards and the Code of Student Conduct considered an asset. This is a four-month contract.
- 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:

Associate Professor
Position End Date (If applicable):

2023-12-09
- Deadline to Apply:

- 2023-08-11
- ._

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