Administrative Coordinator (CR6764)

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.
  • 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.
  • Maintains supervisor's agenda.  Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities. 
  • 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.

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 committee work experience, taking and transcribing minutes (both formal and informal). Demonstrated organizational skills and ability to multi-task. Demonstrated ability to prioritize and to meet weekly and monthly deadlines. Demonstrated ability to work in a computerized environment using word processing software, spreadsheets, databases and presentation software. Demonstrated ability to use Banner and Minerva. Demonstrated ability to work independently and report on results. Excellent attention to detail. Demonstrated ability to clearly transmit and receive information both verbally and in writing. Must be client focused and service oriented. Excellent communications skills in English and French, spoken and written.
Reference Number: 
17-0808/CR6764
Supervisor's Title: 
Academic Affairs Officer
Salary Scale: 
$22.72 - $31.34
Faculty/Unit: 
Graduate and Postdoctoral Studies
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
Overtime may be required during peak periods.
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, Human Resources (Staffing)
688 Sherbrooke Street West, suite 1520
Montreal, Quebec
H3A 3R1

Fax:
(514) 398-5315

Email:
staffing.hr [at] mcgill.ca