Administrative Coordinator (CR0217)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Administrative Coordinator (PED 00034, DD009J, Level 009J)
Position Summary: 
Under the direction of the immediate supervisor, provides administrative and secretarial support. Participates in ensuring the smooth functioning of the unit's operations. Acts as resource person for policies and procedures. Administers unit accounts. Assists in the organization of unit activities. Responsible for documents and files of the unit. Maintains computerized information systems.
Major Duties & Responsibilities: 
  • Acts as resource person regarding the unit's policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
  • Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
  • Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
  • Provides 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.
  • 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.
  • 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.
  • Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
  • Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
  • 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: 
Demonstrated ability to build constructive work relationships with all stakeholders, within and external to the unit. Demonstrated client-focus and service-orientation. Strong problem solving, diplomacy skills. Proven organizational skills and ability to multi-task with the ability to prioritize and meet regular and on-going deadlines. Attention to details. Must have experience dealing with sensitive and confidential information. Demonstrated ability to clearly transmit and receive information both in writing and verbally. Demonstrated ability to work in a PC environment using word-processing, spreadsheets, presentation software, databases, e-mail and internet. Knowledge of Banner FIS and HRIS, POPS, and Minerva. English and French, spoken and written.
Reference Number: 
19-0811/CR0217
Supervisor's Title: 
Administrative Officer
Salary Scale: 
$23.17 - $31.97
Faculty/Unit: 
Faculty of Medicine
Montreal Neurological Institute
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
Testing may be administered.
How To Apply: 

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.

The deadline to apply for this position is August 22, 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, the Faculty of Medicine will only contact applicants selected for an interview.