Secretary (CP0199, PED33, DD86)

Job Category: 
Temporary assignments (MUNACA)

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:

  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  •  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: 

Demonstrated ability to deliver high customer service and proven ability to deal with people at all levels of the organization. Demonstrated initiative, organizational skills, ability to prioritize and meet deadlines. Attention to detail and a demonstrated ability to proofread/edit correspondence. Demonstrated experience maintaining e-records and dealing with confidential information. Ability to multi-task and handle frequent interruptions. Proven ability to organize meetings, to take and transcribe minutes, and to edit correspondence and other material. Demonstrated ability to work in a PC environment using word-processing, databases, spreadsheets, web maintenance and presentation software. English and French, spoken and written.

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.

Applications must be received no later than August 22, 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: 
Faculty of Medicine
Continuing Professional Development
Salary Range: 
$21.81- $30.08
Hours: 
33.75
Duration: 
2 months
Reporting to: 
Administrator
Reference no.: 
CP0199