Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distributes and verify the work of a small group. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.
Major Duties and Responsibilities:
Oversees the day-to-day operations of the unit/department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.
Acts as resource person regarding the unit's policies and procedures. Resolves complex 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.
Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
Provides detailed 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.
Schedules special meetings, contacts participants, prepares relevant documentation 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 large and complex events such as symposia and conferences. Makes travel arrangements.
Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.
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:
Must be client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of internal and external clients (faculty, staff, students, community members) and deal effectively and diplomatically with sensitive situations. Compassion and professional demeanor are essential. Demonstrated initiative, organizational skills and excellent attention to detail. Experience organizing meetings and special events, including taking accurate meeting minutes and coordinating event logistics. Proven ability to prioritize and multi-task to meet strict deadlines. Demonstrated ability to work independently and as part of a team. At ease working in a PC environment using word processing software, spreadsheets (Excel), databases (Access). Experience with website design and social media updates. Experience with McGill applications (BANNER, BANNER FIS, Minerva, Drupal) is an asset. Excellent written and verbal communication skills with the ability to clearly and effectively transmit and receive information in both English and French is required.
Testing will be administered
Minimum Education and Experience:
DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies
(MUNACA Level 11B) $24.21 - $33.37
Hours per Week:
33.75 (Full time)
Student Affairs Officer
Position End Date (If applicable):
Deadline to Apply:
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, firstname.lastname@example.org or 514-398-3711.