Administrative Assistant (MR4404,ADM1A,GR3)

Job Category: 
Developmental assignments for management and excludeds

Position Summary

Responsible for providing a high level of organizational and administrative support to the Associate Vice-Principal (Financial Services), and for contributing to the smooth and efficient operation of this Office in support of its priorities.

Duties and Responsibilities

  • Primary responsibility for planning, and managing the calendar of the AVP to optimize the use of her time. Plan schedule with a view to prioritizing events and meetings; make judgements about juggling and deferring meetings when urgent matters arise, and about referring requests and inquiries to other offices for prompt attention and response.
  • Anticipate and deliver support (schedule, briefings, logistical arrangements, travel and personal) to allow the AVP to operate at her highest ability and to advance the priorities of her portfolio.
  • Manage AVP’s incoming & outgoing correspondence and related functions.
  • Respond on behalf of the AVP, recommending solutions, flagging deadlines and other time-sensitive information and perform follow-up actions as required. Ensure accuracy, quality and timeliness. Coordinate the distribution, tracking and back-up of documents requiring the AVP’s signature (invoices, contracts, agreements, etc.).
  • Work closely with other colleagues in the office – and other offices as appropriate – to ensure that the AVP is properly briefed and prepared for all meetings and events, including Board-related activities and external meetings. (Office include Principal’s Office, VP A&F, Office of the Provost, FMAS, and external organizations such as other universities, MEES, Financement Quebec, BCI, Credit Agencies, External Auditors and Actuaries, etc.).
  • Follow up, independently and to completion, on numerous action items related to events, meetings and inquiries.
  • The incumbent is expected to bring both autonomy and good judgement to decisions about disseminating and collecting information
  • Assist in the preparation of various reports and statements (including university reports, the Financial Statement Analysis Report, Financial Report to the Board of GovernorsResponsible for layout of report; edits text, coordination to final production).
  • Participate in special projects by researching, analyzing and summarizing findings, including Research Support Fund, Hospital Teaching costs, MEES funding, Bill 95, RFA, Energy Reports, CAUBO Report, etc.
  • Establish procedures and/or controls related to office filing, archiving systems, and committee documents.
  • Supervise one part-time casual staff. Record staff absences and vacation requests in PurelyHR for the Office of the AVP.
  • Maintain committee binders and ensure accuracy of information, e.g. agendas, and related documents.
  • Prepare and/or assist with development of presentations and documentation for use by AVP (e.g. Moody’s, Standard and Poors, New Deans and Directors Retreat, Board of Governors, Audit and Finance, Senate, P7).
  • Manage tracking system for all cheques requiring signature by the AVP and the VP (Administration and Finance) and Procurement Services.

Education and Experience:

DEC III

Three (3) years’ related experience

Other Qualifying Skills and Abilities

Proven experience with management of complex agenda. Demonstrated organizational skills, attention to detail and ability to multi-task. Demonstrated ability to work independently and as part of a team. Demonstrate a high level of professionalism and discretion at all times. Demonstrated ability to work in a PC environment using Windows, word processing, spreadsheets, Banner, Minerva, POPS and other related software. English and French, spoken and written.

How to Apply

How to apply:

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Staffing:

Mail

McGill University, Human Resources (Staffing)

688 Sherbrooke Street West, suite 1520

Montreal, Quebec

H3A 3R1

Email

apply.hr [at] mcgill.ca

The deadline to apply for this position is February 21, 2019 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, Staffing will only contact applicants selected for an interview.

Employement Equity:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, Professor Angela Campbell, Associate Provost (Equity and Academic Policies) at angela.campbell [at] mcgill.ca or 514-398-1660.

Faculty/Unit: 
Office of the Vice-Principal (Administration and Finance)
Salary Range: 
(Grade 03) $46,300 - $57,900 (midpoint) - $69,500
Hours: 
33.75
Duration: 
Six (6) months (With possibility of extension)
Reporting to: 
Associate Vice-Principal (Financial Services)
Reference no.: 
MR4404