Administrative Coordinator (CP0250)

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.
  • 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.
  • 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.

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: 
Demonstrated organizational skills and ability to prioritize and multi-task. Attention to detail. Demonstrated ability to listen and to assist students and staff. Must be client focused and service oriented. Demonstrated accounting skills. Demonstrated ability to clearly transmit and receive information. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets, presentation software desktop publishing, electronic mail, Banner FIS/SIS, Minerva. English and French, spoken and written.
Reference Number: 
18-0225/CP0250
Supervisor's Title: 
Student Affairs Officer
Salary Scale: 
$22.72 - $31.34
Faculty/Unit: 
Faculty of Medicine
Department of Otolaryngology - Head and Neck Surgery
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
The incumbent may be asked to work overtime occasionally. Restricted vacation during peak periods.
End Date: 
Friday, August 31, 2018
How To Apply: 

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

Please submit your application online at http://www.mcgill.ca/medhr/positions-available/apply-now. Click on “APPLY NOW” and clearly indicate the reference number.