Administrative Assistant

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Position Summary:
 

The Faculty of Medicine has aligned its financial and human resources activities into Administrative Excellence Centres (AECs). The mission of the AECs is to raise the bar of excellence in client service in the fields of human resources, finance and general management.

Under the leadership of the Associate Director of Administration, the team is comprised of specialists responsible for planning implementing policies and procedures in its departments. Act as liaison and representative of the Chair and members of the departmental leadership team for all issues related to scheduling, planning and extensive commitments. Performs and/or organizes activities in support of the daily operation by ensuring that administrative services are carried out in accordance with established goals and objectives.
 

Primary Responsibilities:

• Manage the distribution and follow up of work assignments for the administrative team and communicates and monitors the implementation of directives with a focus on optimizing and standardizing processes with the objective of creating efficiencies within the unit.  Recommends procedural changes to enable unit to function more effectively.

• Administer and delegate requests to administrative team and departmental contributors.  Collect and reconcile information in order to prepare and manage responses and follow ups. 

• Support projects/programs managed by the Associate Director, Departmental Chair and by members of the departmental leadership team requiring research, writing, proofreading (translation when required), and follow-up.  As needed, fills various forms, requisitions, prepares contracts and other purchasing related documents.  Prepare agendas and report minutes. Compose on behalf of the Associate Director; disseminate executive letters, reports, detailed procedural instructions and other documents.

• Provides administrative support and serves as the main contact for all issues related to scheduling, planning and the extensive commitment of the Chair and members of the departmental leadership team.

• Provides high-level customer service in response to all requests, ensuring that a reply is given in a timely fashion to all clients, despite the perceived urgency of the request.

• Provides comprehensive follow-up and ensures no issues are left outstanding regarding correspondence, e-mails and requests. Anticipates difficulties, identifies problems, troubleshoots, develops procedures and ensures implementation of solutions.

• Deals with sensitive documents in a confidential and discrete manner Assists in planning special events and departmental activities for the unit(s)

• Maintain computerized information systems (MMP, Microsoft office, shared folders, OneDrive, Access, etc) including storage and archiving. Acts as a resource person to these systems.

• Performs various other duties related to the administrative functioning of the Chair’s Office and the portfolios of the departmental leadership team

Other Qualifying Skills and/or Abilities:

Proven experience in Faculty-level management of administrative affairs and its activities is an asset. Proven experience with management of complex, multi-faceted agendas. Must be able to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues to determine priorities. Must be able to demonstrate a high level of professionalism and discretion at all times. Proven experience dealing with a variety of high-profile external and internal clients; ability to build constructive and effective relationships. Proven flexibility in order to adapt to tight deadlines, frequent changes and demands. Meticulous in documenting follow-up actions regarding ongoing files. Demonstrated ability to take minutes at meetings. Proven experience with organizing departmental/unit activities and special events. Proven ability to work with computer applications, and Microsoft Office applications such as Word, Excel, PowerPoint, Teams and Zoom. Experience with various Google platforms and Doodle Polls an asset. 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.

Other information: Testing may be administered.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 03) $52,210.00 - $65,260.00 - $78,310.00

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Dir Administration

Position End Date (If applicable):

Deadline to Apply:

2022-11-15

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] .