Administrative Coordinator

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Position Summary:
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:
(i) 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.

(ii) 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.

(iii) 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.

(iv) 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.

(v) Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that the guidelines are followed.

(vi) 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.

(vii) 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.

(viii) Maintains supervisor’s agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.

Other Qualifying Skills and/or Abilities:

Must be client-focused and service-oriented with a proven ability to deal with people at all levels. Demonstrated ability to listen and assist clients with problems. Ability to handle a complex agenda. Demonstrated telephone skills and an ability to transmit and receive information accurately. Demonstrated initiative, organizational skills and ability to prioritize and multi-task to meet deadlines. Attention to detail and proven ability to proofread and edit correspondence and other material using appropriate spelling, grammar, and punctuation. Demonstrated experience with event coordination.

Discretion in dealing with confidential information. Ability to take minutes. At ease working in a PC environment using specialized databases, word-processing, spreadsheets, presentation software, web maintenance, and e-mail. English, written and spoken; French, written and spoken. Additional Information: Testing may be administered.

Minimum Education and Experience:

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

Hourly Salary:

(MUNACA Level 09J) $23.17 - $31.97

Hours per Week:

33.75 (Full time)

Supervisor:

Operations Manager

Position End Date (If applicable):

Deadline to Apply:

2022-05-26

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] .