Info Clerk-Front Desk Sports Complex

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Position Summary:
Under the direction of the Client Service Manager, greets members and guests. Provides information concerning university activities and administrative services. Answers the telephone, processes mail. Photocopies, assembles and files documents. Types various documents.
Major Duties and Responsibilities:

• Greets all Sports Complex members and visitors including patients of the McGill Sports Medicine Clinic.  Serves as the first point of contact. Provides information concerning University activities and administrative services.

• Ensures activity areas are accessible for clients; opens/closes lights and doors in activity areas when the building opens and when it closes.

• Allow access to McGill Sports Complex parking gate and ensure only authorized users can access lot.

• Assists building managers with the completion of incident reports.

• Assists with the building emergency protocols including building evacuations and fire drills as per unit protocols.  

• Serve as a liaison with McGill Security Services when required.

• Communicates general procedures concerning program registration, current fees, course cancellations, and postponements and other relevant changes. Acts as resource person for all clientele requiring assistance.

• Assists in various registration duties. Distributes documents and assists clients in completing forms. This could include memberships, class registration, locker rentals, day passes, children’s programming , aquatics or processing refunds.

• Receives, screens and places telephone calls. Notes and transmits messages. Responds to messages on email resources account in a timely manner.

• Keeps sources of documentation up-to-date, such as directories, programs, course listings, schedules and fee scales.

• Photocopies and assembles documents. Send faxes. Carries out maintenance and adjustments of the photocopier and fax machine.

• Receives and distributes mail and packages. Gathers and sends mail. Completes procedures specific to courier services. Notifies staff when items arrive.  

• Files documents according to the filing system in effect. Verifies and completes data on forms, lists and statements of account according to precise instructions. Uses Spectrum to access client information.

• Takes inventory of office supplies and prepares orders to replenish the stock.

• Occasionally types various documents such as letters, reports, statistical tables, administrative forms and lists. Performs calculations.

• Receives payments relative to various activities and registrations.
• Uses various equipment such as a personal computer, 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
Other Qualifying Skills and/or Abilities:

• Must be client focused and service oriented, with a proven ability to interact with clients.
• Ability to communicate and deal effectively and diplomatically with faculty, staff, students, and the general public.
• Proven ability to work independently and in a team environment.
• Demonstrated ability to listen, receive and transmit information accurately.
• Must have strong communication skills.
• Demonstrated initiative, organizational skills, and ability to prioritize and multi-task.
• Must have strong attention to detail
• Ability to work in a PC environment using an inhouse software along with Microsoft office (word, excel, email, and the internet).
• 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. French spoken is required and written an asset.
• Please note one position work shift is: Monday to Friday 6:00am to 2:00pm and other is Monday to Friday 3:30pm to 11:30pm.

Minimum Education and Experience:

DEP - Office Systems 1 Year Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level B) $23.31 - $28.88

Hours per Week:

33.75 (Full time)

Supervisor:

Client Services Manager

Position End Date (If applicable):

Deadline to Apply:

2024-03-06

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] .