Secretary (CR4712)

McGill University - Human Resources
POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Secretary (PED 00033, DD008C, Level 008C)
Position Summary: 
Under the direction of the immediate supervisor, performs various secretarial duties including word-processing, support of administrative activities, and verifying documents for internal and external submission. Responds to general and student enquiries regarding area's policies, procedures and practices. Completes administrative forms, keeps records, inputs and verifies data. Assists with organization of special events. Makes travel arrangements. Maintains inventory of supplies and handles cash. Opens and sorts mail.
Major Duties & Responsibilities: 
  • Types various documents such as correspondence, manuscripts, reports, grant proposals, statistical tables, administrative forms and lists. Following instructions arranges for publication of materials, such as the departmental handbook, web pages and publicity brochures. Formats according to specifications using standard computer applications. Verifies for completeness and proof-reads for grammar and spelling. Composes routine correspondence.
  • Performs data entry to update management, patient or student record computerized information systems. Produces lists and reports using appropriate software. Keeps up to date with and implements standard computer applications. May act as resource person for standard office software.
  • Maintains supervisor's agenda. Sets up appointments, reminds supervisor of appointments and organizes schedule according to priorities.
  • Obtains, compiles and provides factual information by consulting relevant documentation and contacting appropriate internal and external resource persons. Greets visitors, and responds to general and student enquiries regarding area's policies, procedures and practices. Answers questions or provides referral to appropriate resource person.
  • Receives, screens, directs and makes telephone calls; takes and relays messages. Arranges meetings and contacts participants regarding time, place and general purpose of the meeting. Attends meetings, takes and distributes minutes. When requested, schedules and arranges appointments and makes travel arrangements.
  • Carries out routine administrative tasks such as taking inventory of and ordering office supplies, returning merchandise, and issuing keys. Contacts resource persons concerning facilities management and follows up on scheduled work. Reserves rooms for courses, seminars and other events, and books equipment and other services; makes changes when requested and/or necessary.
  • Processes purchase orders, cheque requisitions, travel advances, expense reports, and handles petty cash. Maintains photocopiers, distributes photocopy codes, and allocates charges. Arranges for printing services, and repair or servicing of office equipment.
  • Performs various office functions such as sorting, filing and retrieving files or documents, photocopying and assembling of documents, posting notices, and receiving, distributing, addressing and sending mail. May act as messenger.
  • Uses standard office equipment such as personal computer, typewriter, calculator, photocopier and fax machine.

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)

Three (3) years related experience

Other Qualifying Skills And/Or Abilities: 
Must be client-focused and service-oriented with a proven ability to deal with people at all levels. Ability to deal effectively and diplomatically in delicate situations. Ability to listen and assist clients, students and staff with problems.Telephone skills. Ability to transmit and receive information accurately.Organizational skills. Attention to detail. Ability to work autonomously and as part of a team. Initiative. Ability to perform webpage updates. Work in a PC environment using word processing, spreadsheet, database, use e-mail and Minerva. Basic accounting skills. Written and spoken communication skills in English and French.
Reference Number: 
18-1202/CR4712
Supervisor's Title: 
Ombudsperson for Students
Salary Scale: 
$22.25 - $30.68
Faculty/Unit: 
Office of the Ombudsperson
Position Type: 
Part-Time
Hours Per Week: 
15.00
Additional Information: 
Office of the Ombudsperson for Students. Monday to Friday 11am-2pm, with flexibility during certain periods.
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 December 18, 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, Staffing will only contact applicants selected for an interview.