Secretary (CR6313, PED33, DD8C)

Job Category: 
Temporary assignments (MUNACA)

Position Context:

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.

Primary 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.
  • 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:

Knowledge of undergraduate and graduate program for the School of Social Work. Experience with paying of invoices. Understanding of field placements within area of social work.  Demonstrated organizational skills and ability to multi-task. Demonstrated ability to prioritize work and meet deadlines. Proven ability for accuracy and attention to detail. Demonstrated ability to work independently and as part of a team. Ability to compose routine correspondence. Demonstrated ability to work in a PC environment using Windows, word processing, mailing lists, Excel, Access database, PowerPoint, and e-mail. Ability to create PDF documents. English, spoken and written. French, spoken and read.

How to Apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apo.arts [at] mcgill.ca.

The deadline to apply for this position is April 24, 2018 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, the Faculty of Arts will only contact applicants selected for an interview.

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 Arts
Salary Range: 
$21.81 - $30.08
Hours: 
25
Duration: 
Ten (10) months
Reporting to: 
Administrative Officer
Reference no.: 
CR6313