Administrative Coordinator

3 weeks ago

Montréal, Canada McGill University Full time

Please refer to the

job aid for instructions on how to apply.

This is a one-year leave replacement position in the McGill Engineering Student Centre

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:

- 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.
- Participates in activities related to student affairs such as admission, pre-registration, registration, financial aid and international student-related issues. Keeps track of enrolments, course changes, reporting student standings, loans, bursaries and scholarship awards. Refers problems outside of area of expertise to appropriate resource persons or official.
- 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.
- 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.
- 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 personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.

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:
Seeking an individual who is enthusiastic to provide support to students, and who would take pleasure in coordinating awards with students and professors, tracking data and making use of spreadsheets. This individual must have demonstrated organizational skills and the ability to multi-task. Student Affairs experience required. Proven ability to prioritize and meet deadlines. Demonstrated ability to listen to and assist graduate students with problems. Experience processing student awards and tracking large amounts of data. Client-focused and service-oriented. Attention to detail. Demonstrated ability to work in a PC environment using Microsoft Office, databases, spreadsheets, (Excel), Minerva and BSAC. 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:

- 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:

Student Affairs Manager
Position End Date (If applicable):

2024-08-31
- Deadline to Apply:

- 2023-08-16
- ._

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