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Position Summary:
Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission. Responds to general and student enquiries regarding area’s policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.
Major Duties and Responsibilities:
1. Types various documents such as correspondence, manuscripts, reports, grant proposals, statistical tables, administrative forms and lists. Following instructions arranges for publication of materials, such as the departmental handbook, web pages and publicity brochures. Formats according to specifications using standard computer applications. Verifies for completeness and proof-reads for grammar and spelling. Composes routine correspondence.
2. Performs data entry to update management, patient or student record computerized information systems. Produces lists and reports using appropriate software. Keeps up to date with and implements standard computer applications. May act as resource person for standard office software.
3. Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area’s policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
4. Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
5. Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.
6. Processes purchase orders, cheque requisitions, travel advances, expense reports, and handles petty cash. Maintains photocopiers, distributes photocopy codes, and allocates charges. Arranges for printing services, and repair or servicing of office equipment. 7. Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.
8. Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
9. 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:
The incumbent must possess a level of high organizational skills, ability to multi-task and thrive in working in high volume work environments. Strong communication skills to be able to interact with the many levels of the faculty members. Need to be proficient with computers as well as McGill software and Office Suite. French written and spoken required.
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 3 Years Related Experience / DEP - Secretarial Studies
Hourly Salary:
(MUNACA Level E) $27.75 - $34.40
Hours per Week:
33.75 (Full time)
Supervisor:
Associate Director, Administration
Position End Date (If applicable):
Deadline to Apply:
2024-02-22
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] .