Administrative Coordinator (CP7631)

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.
  • 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.
  • 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.

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: 
Accurate with superior attention to detail to ensure integrity of information. Customer focused and service oriented, assisting all clients with tact and diplomacy. Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively at all levels. Proven ability to draft correspondence and to proofread documents using appropriate spelling, grammar, punctuation, and formatting. Demonstrated experience in project support. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem-solve and organize work. Highly organized with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven discretion in dealing with confidential information. Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, advanced Excel and Outlook, Banner (SIS, FIS, and BSA), Application Xtender and Minerva. English, excellent spoken and written skills required. French, spoken and read.
Reference Number: 
17-0802/CP7631
Supervisor's Title: 
Scholarships Manager
Salary Scale: 
$22.72 - $31.34
Faculty/Unit: 
Student Services
Scholarships and Student Aid
Position Type: 
Part-Time
Hours Per Week: 
33.75
End Date: 
Friday, August 31, 2018
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, via email to: hr.stuserv [at] mcgill.ca