Senior Administrative Coordinator (CR0079)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Senior Administrative Coord (PED 00169, DD011B, Level 011B)
Position Summary: 
Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distribute and verify the work of a small group. Acts as the main contact for policies and procedures, resolves complex problems, instructs others. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.
Major Duties & Responsibilities: 
  • Oversees the day-to-day operations of the unit/department. Establishes priorities and schedules of projects. Participates in the development and implementation of projects, work methods and procedures. Recommends procedural changes to improve unit efficiency, including recommendations on staff requirements. Follows up on and ensures appropriate implementation of decisions made by supervisor.
  • Acts as resource person regarding the unit's policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
  • 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. Takes notes and types various documents such as correspondence, reports, memos. Signs certain documents.
  • Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  • Provides detailed information to callers and visitors. Determines reason for call or 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.
  • 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.
  •  Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
  •  Schedules special meetings, contacts participants, prepares relevant documentation and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

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)

Four (4) years' related experience

Other Qualifying Skills And/Or Abilities: 
Client-focused and service-oriented with a proven ability to provide excellent customer service to a variety of clients and deal effectively and diplomatically in sensitive situations. Demonstrated initiative, organizational skills and excellent attention to detail. Demonstrated ability to resolve problems. Experience organizing meetings, events and taking accurate minutes. Proven ability to prioritize and multi-task to meet strict deadlines. Proven flexibility in order to adapt to frequent changes and demands. Proven ability to work in a fast pace environment. Demonstrated ability to work independently and as part of a team. At ease working in a PC environment using word-processing software, spreadsheets (Excel), presentation software (PowerPoint) and databases. Knowledge of basic accounting principles. Experience with website design and social media updates. Experience with McGill applications (BANNER,Minerva, Drupal) is an asset. Excellent, effective communication skills with the ability to clearly transmit and receive information. English & French (spoken & written). University degree an asset.
Reference Number: 
17-0718/CR0079
Supervisor's Title: 
Associate Director, Administration
Salary Scale: 
$23.74 - $32.72
Faculty/Unit: 
Faculty of Medicine
Health and Social Policy
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.