Administrative Coordinator (CR0219)

McGill University - Human Resources
UNIONIZED 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.
  • Participates in ensuring the smooth functioning of the unit. Recommends procedural changes to enable unit to function more effectively. Collaborates with supervisor and others in establishing work priorities. Follows up on and ensures appropriate implementation of decisions made by supervisor.
  • 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 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 experience working as an Administrative Assistant, in an Executive/Director's office. Demonstrated ability to prioritize, multi-task and meet strict deadlines. Customer focused with a proven ability to communicate clearly and effectively with a varied clientele in a client-centered environment, maintaining a professional tone and manner in both verbal and written communication. Proven ability to draft correspondence and other texts as well as proofread and edit documents using appropriate spelling, grammar and punctuation. Demonstrated ability to provide support for various administrative activities, including organizing events, and producing reports. Meticulous in documenting follow-up actions regarding ongoing files. Strong computer skills (PC environment) in MS Word, Excel, PowerPoint, Adobe Acrobat, Outlook. Demonstrated superior English and French written and oral communications skills.
Reference Number: 
19-0904/CR0219
Supervisor's Title: 
Manager Administration
Salary Scale: 
$23.17 - $31.97
Faculty/Unit: 
Faculty of Medicine
Ingram School of Nursing
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
Testing will 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 September 17, 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.