August 15 – May 15
This is a sessional position profile only.
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:
1. 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.
2. 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.
3. 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.
4. 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.
5. Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, and absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
6. 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.
7. 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.
8. 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.
9. 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.
10. Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
11. 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.
12. Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.
13. Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
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.
N.B.: This is a part-time sessional position (August 15 – May 15), 2 days per week. This position is totally supported by soft funds.
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 clients (academics, students, and other administrators). Experience with student affairs is an asset. Demonstrated ability to transmit and receive information accurately. Knowledge of Human Resources processes, policies and procedures related to non-academic and academic activities. Experience with conference/event coordination. Attends meetings. Demonstrated organizational skills, ability to prioritize and multi-task to meet regular deadlines and work under pressure. Must be a self-starter. Proven ability to work independently and as part of a team. Knowledge of financial tasks such as (expense reports, purchase orders, invoice payments, reconciling, awards processing). Excellent attention to detail and a demonstrated ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Proven discretion in dealing with confidential information. Demonstrated effective communication skills, English (spoken and written) and French (spoken and read). Strong computing skills, ability to use Microsoft Office programs, databases, web applications. Experience with McGill applications (Workday, Minerva, Banner FIS/SIS) is an asset.
Minimum Education and Experience:
DEP – Office Systems 4 Years Related Experience / DEP – Secretarial Studies
(MUNACA Level 09J) $23.17 – $31.97
Hours per Week:
13.5 (Part time)
Senior Academic Associate
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, [email protected] or 514-398-3711.
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