Secretary (CP0112)

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: 
  • 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.
  • 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.
  • Completes and files forms related to the general administration of the unit. Verifies accuracy and completeness of information on accounting, administrative and student affairs documents and makes necessary corrections. In performing these functions, works within clearly defined procedures, providing assistance as required to those responsible for student affairs or administrative affairs.
  • Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area's policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
  • 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.
  • Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or 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)

Three (3) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Possess an understanding of and sensitivity to the needs of students with disabilities; demonstrated ability to prioritize; ability to work independently while taking some direction. Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Demonstrated resourcefulness and ability to clearly receive, retain and transmit information with a proven ability to communicate clearly, efficiently, effectively and respectfully with diverse stakeholders. Must be accurate and possess superior attention to detail. Demonstrated ability to provide support for various administrative activities. Proven ability to work autonomously and as a member of a team. Excellent problem solving skills, demonstrated ability to assess and appropriate react in stressful situations. Strong organizational skills 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, Excel and Outlook, Banner (BSA, SIS) and Minerva SR Admin. English, excellent spoken and written skills required. French, spoken and read.
Reference Number: 
17-0916/CP0112
Supervisor's Title: 
Associate Director, Students with Disabilities
Salary Scale: 
$21.81 - $30.08
Faculty/Unit: 
Student Services
Students With Disabilities
Position Type: 
Part-Time
Hours Per Week: 
20
Additional Information: 
Hours of work: 4 – 8pm; schedule will vary based on exams and other priorities; Additional time may be required and vacation restrictions apply during peak periods
End Date: 
Sunday, December 31, 2017
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