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.
Duties and 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.
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.
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.
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.
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 and Experience:
DEP (Secretarial/Office Systems)
Four (4) years related experience
Other Qualifying Skills and Abilities:
Must be fluently bilingual in English and French. Knowledge of academic affairs matters. Demonstrate ability to build constructive work relationships with students, academics and administrative staff, within and external to the unit. Demonstrated organizational skills and attention to detail. Experience organizing events and preparing materials to promote events. Ability to proof-read text or edit documents using appropriate spelling, grammar and punctuation. Must be client-focused and service-oriented. Strong problem solving, multitasking, prioritizing work to meet strict deadlines and diplomacy skills. Must have experience dealing with sensitive and confidential information. Demonstrated ability to work in a PC environment, word-processing, spreadsheets, databases, presentation software, Banner (FIS, SIS, HRIS), Minerva, email, web navigation and Drupal.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apply.arts [at] mcgill.ca
The deadline to apply for this position is July 15, 2020 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 Arts will only contact applicants selected for an interview.
The masculine is used to lighten the text, without prejudice to the feminine form.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.
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, accessibilityrequest.hr [at] mcgill.ca or 514-398-3711.
Faculty of Arts
$23.17 - $31.97
One (1) year
Friday, July 3, 2020