Administrative Assistant (MR1028)

McGill University - Human Resources
POSTING FOR MANAGEMENT AND EXCLUDED POSITIONS
Position Title: 
Administrative Assistant (ADM1A)
Position Summary: 

The Administrative Assistant provides support to activities related to the general administration of the Faculty including, but not limited to: academic personnel, events buildings and space. Acts as point person and main liaison for all Faculty-wide events.

Primary Responsibilities: 
  • Assist with and organizes activities to support the daily operations and workflow of the Dean’s Office.
  • Assist the Faculty Administrator with academic personnel related matters. Follow up with Academic Personnel to resolve any issues related to academic personnel. Ensure that academic appointments initiated by areas are in accordance with University regulations and guidelines.
  • Directly supervise support staff in the Dean’s Office, including casuals. Assist with support staff onboarding and training.
  • Assist with Faculty Space Management. Assign space and furniture to third parties wishing to organize events (conferences, summer camps) on the Faculty of Education premises.
  • Organize internal alumni related events such as the Awards and Scholarships Reception, the Convocation receptions and the Education University Advancement table at the annual Student Welcome Barbeque.
  • Assist with the organization of large external Faculty events, meetings and receptions at the CSSE and AERA conferences in Canada and the US.
  • Organize staff events such as the Welcome Breakfast for New Academics, Staff Appreciation Lunch, Faculty Holiday Party, Open House, other events/receptions.
  • Select external suppliers for events and catering and ensure costs are within established guidelines and budget. Prepare and administer budget related to events.
  • Plan meetings, prepare agendas and record minutes.
  • Assist the Faculty Administrator with the management of the Faculty’s electronic and shared filing/folder system. Assist with all IT support requests for shared folders and drives
Minimum Education & Experience: 

DEC III

Three (3) years' related experience

Other Qualifying Skills And/Or Abilities: 
Experience working in a university in a senior office an asset. Experience organizing multiple events throughout the year. Supervisory experience with a proven ability to motivate and mentor a team, organize and delegate work, set priorities, provide guidance. Experience overseeing building-related matters. Experience providing assistance on academic dossiers is an asset. Ability to establish and maintain effective working relationships with both internal and external stakeholders. High level of interpersonal skills. Demonstrated ability to work under pressure, adapt to changing circumstances and priorities, work both autonomously and as part of a team. Proven organizational skills with the ability to problem-solve, and multi-task to meet deadlines. Excellent attention to detail. Excellent judgment, tact and discretion. Superior communication and writing skills. Must be available to support unanticipated or urgent administrative needs/projects. Must be available for occasional events outside of standard working hours on evenings or weekends. Exceptional written and spoken communication skills in English and French. Ability to work in a PC using MS Office (Word, Excel, PowerPoint & Outlook), Banner and Minerva.
Reference Number: 
18-1144/MR1028
Reporting To: 
Faculty Administrator
Salary Range: 
(Grade 03) $46,300 - $57,900 (midpoint) $69,500
Faculty/Unit: 
Faculty of Education
Position Type: 
Full-Time
Hours Per Week: 
33.75
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Education at staffing.education [at] mcgill.ca

The deadline to apply for this position is December 13, 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 Education will only contact applicants selected for an interview.