Administrative Assistant

1 month 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 project manager, the incumbent will provide administrative and secretarial support to the Victor Phillip Dahdaleh Institute of Genomic Medicine unit. They will participate in ensuring the smooth functioning of the unit’s operations. They will coordinate the scientific director agenda, plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld. They will act as a resource person for policies and procedures, administer unit accounts, assist in the organization of unit activities, liaise with internal and external stakeholders on various projects and tasks. The incumbent will also be responsible for maintaining documents and files of the unit.
- Primary Responsibilities:
- Act as resource person regarding the unit’s policies and procedures. Resolve problems within area of responsibility. Consult relevant documentation and liaise with appropriate resource persons to obtain and provide information on diverse issues.
- Ensure the smooth functioning of the unit. Participate in establishing procedural changes to enable unit to function more effectively. In collaboration with supervisor, establish priorities. Follow up and ensure appropriate implementation of changes and decisions made by Institute’s leadership.
- Analyze incoming and outgoing memoranda, submissions and reports, prepares and coordinates the preparation and submission of documents such as publicity brochures, departmental handbooks, and annual reports. Draft correspondence and other short documents of a complex nature. Format documents and edit for grammar, spelling and accuracy. Take notes and type various documents such as correspondence, reports, memos. Help obtaining signatures and approvals for the documents.
- Assist with maintenance of scientific publication lists for the Institute.
- Assist with maintenance of onboarding checklist for newly hired staff and incoming trainees.
- Act as a contact person and support AEC HR and Academic Affairs team in the onboarding to set up newly arriving employees, order laptops, keys, give access and ensure there is a telephone line, desk and stationery.
- Assist with maintenance of scientific director’s CV. Assist with activities related to student affairs for Institute’s two exchange programs, RIKEN and KYOTO. This may involve organization of information packages, interviews, admission, registration, financial aid and international student-related issues, including studies undertaken at overseas institutions, keeping track of enrolments, course changes, reporting student standings loans, bursaries and scholarship awards.
- Coordinate scientific director's agenda.
- Support scientific director’s travel logistics and activities, including accommodations, transportation, and meals.
- Act as a first point of contact for callers and visitors. Determine reason for call or visit and prepares necessary documents. Direct callers and visitors to appropriate resource persons. Assess need for intervention of other resource persons and arrange appointments as necessary.
- Coordinate arrangements for events such as symposia and conferences. Establish a budget, make travel arrangements and submit the expense reports and invoices.
- Maintain computerized information systems and participates in their development to improve efficiency within the unit. Act as a resource person concerning the use of software. Explain and demonstrate the use of software, resolve problems within area of expertise, and liaise with computer resource persons as required. Maintain and update administrative files. Maintain filing systems and arrange for archiving.
- Ensure inventory and purchases supplies and equipment. Arrange for servicing of office equipment. Sell some items such as course notes and maintain cash box.

Other Qualifying Skills and/or Abilities:
- Excellent written and verbal communication skills. Strong time-management skills and an ability to organize and coordinate multiple concurrent projects. Proficiency with office productivity tools and an aptitude for learning new software and systems. Flexible, team player, willing to adapt to changes and capable of performing in fast-paced environment. Ability to maintain confidentiality of information. Experience in overseeing budgets and expenses. Experience in developing filing systems. Demonstrated organizational skills and ability to multitask. Attention to detail. Client-focused and service-oriented. English, spoken and written, and French, spoken. Knowledge of University policies and procedures.- Other:
- The position is financed by a research fund- Connaissance du français et de l'anglais. L'Université McGill est une université de langue anglaise où les tâches quotidiennes peuvent nécessiter une communication verbale et écrite en anglais._
- Knowledge of French and E

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