Under the direction of the immediate supervisor, organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit's operations. Provides administrative and secretarial support for administrative and student affairs activities. Assists in the organization of departmental activities. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Provides explanation to students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Performs accounting functions.
Major Duties & Responsibilities:
- Organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.
- Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
- Receives and provides detailed information and explanations to students. Controls enrollment in courses. Participates in the organization of admission and registration. Prepares, examines and verifies admission and registration files related to courses and programs. Completes and approves forms concerning course or program changes, interdepartmental or interuniversity registration, and residency and internship programs.
- Assists academic advisors in relation to matters such as equivalencies, recognition of courses from other institutions, transfer of credits, and probationary status. Prepares and verifies files. Coordinates and schedules student interviews.
- Coordinates application process for awards, scholarships, and fellowships. Distributes application forms and provides information on procedures and deadlines. Verifies that student files are complete and, as required, ensures necessary linkage with admission process.
- Resolves problems. Ensures the application of academic regulations and deadlines. According to the needs of the unit, prepares rotation and other student activity schedules, contacting the necessary officials to coordinate and verify placement.
- Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.
- Coordinates administrative processes relating to doctoral comprehensive and oral defence examinations and the submission of theses and dissertations.
- Verifies and compiles grades. Coordinates submission of grades and requests for grade revisions as well as deferred exams. Verifies and corrects transcripts. Prepares for and attends evaluation meetings and follows up as required.
- Identifies and verifies files of graduating students. Prepares forms requesting diplomas and lists of graduating students. Prepares documents for convocation, attends and assists with this event.
- Assumes responsibility for the organization of specific operations with regard to the start of the semester, loan applications, course and residency evaluation, and exam scheduling and invigilation.
- Prepares budgets or budget proposals. Monitors and reconciles accounts. Records expenses and provides account statements on request. Corrects errors and advises appropriate resource person.
- Produces reports and statistics. Takes notes and types various documents such as correspondence, reports, memos, etc. 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. Signs certain documents.
- Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
- 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.
- Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
- Maintains files and completes documentation for postings, appointments, promotions, nominations, sabbatical leaves, absences, and other personnel administration forms. Follows procedures or explains procedures to follow. Ensures that deadlines are met.
- Receives and screens telephone calls. Provides information to visitors, determines reason for visit and prepares necessary documents. Directs callers and visitors to appropriate resource persons. Assesses need for intervention of other resource persons and arranges appointments as necessary.
- Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
- Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
- Ensures inventory and purchases supplies and equipment. Arranges for servicing of office equipment. Sells some items such as course notes and maintains cash box.
- Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.
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 (Accounting or Secretarial)
Four (4) years’ related experience
Other Qualifying Skills And/Or Abilities:
Demonstrated initiative and organizational skills. Proven ability to multi-task, prioritize and meet multiple deadlines. Demonstrated ability to work autonomously and as a member of a team. Demonstrated ability to draft correspondence, proofread text and edit documents using appropriate spelling, grammar and punctuation. Demonstrated ability to clearly transmit and receive information. Strong attention to detail. Demonstrated ability to listen and assist students and staff with problems as they arise. Must be client focused and service oriented with a proven ability to deal with people at all levels. Experience in coordinating meetings and schedules. Proven ability to take minutes. Demonstrated ability to work in a PC environment using word processing, databases, spreadsheets, web design, maintenance software and presentation software. Ability to use Banner SIS, Minerva and other McGill systems applications, as required. English and French both spoken and written.
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.law [at] mcgill.ca
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.