Administrative Coordinator

  • McGill University
  • Montreal, QC, Canada
  • Jan 14, 2019
Full time Adminstration Event Coordination Event Planning

Job Description

Administrative Coordinator (CR1245)

 
Post Date
Friday, January 11, 2019
 
McGill University - Human Resources
 
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
 
Position Title
Administrative Coordinator (PED 00034, DD009J, Level 009J)
 
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 & Responsibilities
  • 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.
  • Updates, prepares and coordinates publication of documents such as publicity brochures, departmental handbooks, and annual reports. 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.
  • 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.
  • 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.
  • Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  • 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.
  • 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.
  • 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.

Education & Experience

DEP (Secretarial/Office Systems)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities
Demonstrated knowledge of academic policies and procedures. Demonstrated organizational skills, and ability to multi-task. Ability to clearly transmit and receive information and possess good interpersonal skills for communicating with faculty members, departmental administrators, representatives of other institutions and with students. Demonstrated ability to take initiative, perform under pressure, problem-solve and organize work. Must be client-focused and service oriented. Attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation to ensure accuracy. Must be resourceful, able to prioritize and meet multiple deadlines. Experience in organizing schedules and arranging meetings. Event planning an asset. Proven ability to work independently and as part of a team. Demonstrated discretion in dealing with confidential information. Ability to work and troubleshoot in a PC and MAC software environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva (FIS), McGill Marketplace and McGill CMS (D2). English, spoken and written. French spoken and read.
 
Reference Number: 19-0125/CR1245
Supervisor's Title: Administrative Officer
Salary Scale: $23.17- $31.97
Faculty/Unit: Faculty of Science
Position Type: Full-Time
Hours Per Week: 33.75
 
How To Apply

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Science:

Mail

McGill University, Faculty of Science, HR Services

853 Sherbrooke Street West (Dawson Hall), room 314

Montreal, Quebec

H3A 0G5

Email

apo.science@mcgill.ca

The deadline to apply for this position is January 22, 2019 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Science will only contact applicants selected for an interview.

McGill applicants, covered by the MUNACA/PSAC Collective Agreement, must apply to a regular MUNACA position within eight (8) working days of the date of publication to maintain internal priority.
 
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell@mcgill.ca or 514-398-1660.

Country

Canada