Senior Administrative Coordinator

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Position Summary:
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:

• Oversee the program, and working closely with the Academic Director to ensure a harmonized timeline of programs, faculty schedules and material consistency.
• Participate in the implementation of the customer service strategy which includes reviewing and selecting customer service policies and procedures.
• 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.
• Coordinates all payroll activities, including retroactive payments, taxes deductions and other complex payroll calculations. Provides information on specialized payroll processing and guidelines. Receives and responds to subpoenas and process court directed seizures.
• Acts as expert on specialized processing and procedures and assists in the redesign of systems or processes.
• 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. 

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:

• Great interpersonal, listening, as well as verbal and written communication skills.
• Can work autonomously and as a member of a team.
• Able to take initiative, problem-solve and organize work.
• Strong computing skills with ability to use various software tools and platforms (i.e., databases, spreadsheets, web applications, etc.).
• Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times.
• Must be accurate and possess superior attention to detail.
• Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment.
• Proven discretion in dealing with confidential information.

• Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 on a scale of 0-4.

Minimum Education and Experience:

DEP - Office Systems 4 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Financial Officer

Position End Date (If applicable):

Deadline to Apply:

2024-05-24

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] .