Administrative Coordinator (CP0232)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Administrative Coordinator (PED 00034, DD009J, Level 009J)
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 & Responsibilities: 
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Provides information to callers and visitors. Determines reason for call or visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
  • Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
  • Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
  • Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
  • Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.

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.

Education & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients (academics, students, administrators, and the general public). Demonstrated ability to take initiative, problem-solve, multi-task, prioritize and organize work. Creative, resourceful and able to perform under pressure and meet deadlines. Experience organizing and promoting events. Detail oriented with experience providing administrative support for financial tasks and grant applications. Proven ability to draft correspondence, proofread text, edit documents and take accurate meeting minutes. Strong computing skills with ability to work in a PC environment using Outlook, Excel, Word, PowerPoint, web editing software and social media (Facebook, Twitter, Instagram). Excellent communication skills in English (spoken and written) and French (spoken and read). Bilingualism is an asset. Interest or experience in any area of space science is an asset.
Reference Number: 
17-1131/CP0232
Supervisor's Title: 
Professor
Salary Scale: 
$22.72 - $31.34
Faculty/Unit: 
Faculty of Science
Department of Physics
McGill Space Institute
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
Additional after hours and weekend work occasionally required. This position is totally supported by research funds. Possibility of renewal.
End Date: 
Thursday, January 31, 2019
How To Apply: 

*Internal candidates: Please provide your McGill ID number when applying.*

Please submit your curriculum vitae and cover letter, clearly indicating the reference number:

Mail:

McGill University, Faculty of Science, HR Services
853 Sherbrooke Street West (Dawson Hall), room 315
Montreal, Quebec
H3A 0G5

Email:
apo.science [at] mcgill.ca