Secretary (CR0057)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Secretary (PED 00033, DD008C, Level 008C)
Position Summary: 
Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission. Responds to general and student enquiries regarding area's policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.
Major Duties & Responsibilities: 
  • Maintains Director’s agenda. Sets up appointments, reminds Director of appointments and organizes schedule according to priorities.
  • Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
  • Performs data entry to update management, patient or student record computerized information systems. Produces lists and reports using appropriate software. Keeps up to date with and implements standard computer applications. May act as resource person for standard office software.
  • Types various documents such as correspondence, manuscripts, reports, grant proposals, statistical tables, administrative forms and lists. Following instructions arranges for publication of materials, such as the departmental handbook, web pages and publicity brochures. Formats according to specifications using standard computer applications. Verifies for completeness and proof-reads for grammar and spelling. Composes routine correspondence.
  • Assists in ensuring the smooth functioning of special events such as symposia, conferences, exhibits, and special clinics. Takes reservations and appointments, collects registration fees, and answers general enquiries.
  • Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.

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)

Three (3) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Must be client-focused and service oriented with a proven ability to work with people at all levels. Motivated to learn and be flexible to change. Demonstrated organizational skills and high attention to detail. Ability to multi-task and handle frequent interruptions. Proven ability to take minutes, to proofread and edit correspondence and other material. Experience performing literature searches/reviews is an asset. Proven ability to use: Microsoft Office including Outlook, Excel, Word, and PowerPoint. Web maintenance and Social Media experience an asset. French and English (spoken and written).
Reference Number: 
17-1116/CR0057
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$21.81- $30.08
Faculty/Unit: 
Faculty of Medicine
Medical Education
Position Type: 
Full-Time
Hours Per Week: 
33.75
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.