Administrative Coordinator (CR5755, PED34, DD9J)

Job Category: 
Temporary assignments (MUNACA)

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.

Primary 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.
  • 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.
  • 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.
  • 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:

Proven ability to handle several projects simultaneously, meet deadlines and work independently, as well as part of a team. Demonstrated organizational skills, ability to prioritize and multi task. Proven experience editing text. Proven communication skills and ability to transmit and receive information accurately.  Attention to detail Demonstrate ability to work in PC environment using word processing, databases, spreadsheets, power point, Banner, etc., and experience with HTML an asset.  Interpersonal skills using tact, patience and courtesy. English and French spoken and written. 

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.es [at] mcgill.ca

Applications must be received no later than July 25, 2017.

We thank all applicants for their interest, however, only those applicants selected for an interview will be contacted.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.

Faculty/Unit: 
Enrolment Services
Salary Range: 
$22.72 - $31.34
Hours: 
33.75
Duration: 
until April 30, 2018
Reporting to: 
Editor
Reference no.: 
CR5755