UNIONIZED POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Under the direction of the immediate supervisor, organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit's operations. Provides administrative and secretarial support for administrative and student affairs activities. Assists in the organization of departmental activities. Acts as resource person for policies and procedures. Coordinates activities related to admission, examinations, registration and graduation. Provides explanation to students and resolves problems in relation to their files. Edits documents for grammar and accuracy. Performs accounting functions.
Duties and Responsibilities:
- Organizes, distributes and verifies the work of others and participates in their training. Participates in ensuring the smooth functioning of the unit. Collects and presents factual information relating to area of responsibility, and recommends procedural changes to improve the effective functioning of the unit. Collaborates with supervisor and other staff in establishing work priorities. Follows-up on and ensures appropriate implementation of decisions made by supervisor.
- Acts as resource person regarding academic and administrative policies and procedures. Resolves problems within area of responsibility. Consults relevant documentation and liaises with appropriate internal and external resource persons to obtain and provide information on diverse and complex issues.
- Compiles information, verifies and updates timetables and calendar entries. Coordinates submission to central scheduling system and acts as a contact person for the unit. Maintains a current file of courses, calendars, programs, students and graduates.
- Produces reports and statistics. Takes notes and types various documents such as correspondence, reports, memos, etc. 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. Signs certain documents.
- Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Liaises with computer resources persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.
- Receives and screens telephone calls and e-mails. Provides information to visitors, determines reason for 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.
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 and Experience:
DEP (Secretarial/Office Systems)
Four (4) years' related experience
Other Qualifying Skills and Abilities:
Demonstrated ability to prioritize, multi-task and meet regular strict deadlines. Demonstrated ability to take initiative. Demonstrated ability to work independently and as a member of a team. Must be accurate and possess attention to detail with a proven ability to verify work. Demonstrated ability to clearly receive, retain and transmit information with a proven ability to communicate clearly and effectively verbally and in writing in both official languages. Must be customer focused and service oriented, assisting all clients with tact and diplomacy while maintaining a professional manner and appearance at all times. Proven ability to functionally supervise and train a small team, to distribute and verify the work and to ensure effectiveness of the day-to-day service. Demonstrated experience working with, training and motivating volunteers. Proven ability to draft correspondence, proofread text and edit documents using appropriate spelling, grammar and punctuation. Demonstrated ability to provide support for various administrative activities, including organizing events, coordinating publicity and brochures and producing reports. Demonstrated ability to represent the Office at various University functions. Proven ability to make presentations to groups in both English and French. Must be accurate and possess superior attention to detail. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative and problem-solve. Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven discretion in dealing with confidential information. Demonstrated ease with technological applications with a proven ability to work in a PC environment using, MS Word, Excel, PowerPoint, Adobe Acrobat, McGill in Mind, Web CT, Outlook, Drupal, Banner (SIS and FIS) and Minerva. English and French, spoken and written.
Vacation restrictions may apply during peak period.
How to Apply:
Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Student Services at staffing.s2 [at] mcgill.ca.
The deadline to apply for this position is December 10, 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, Student Services will only contact applicants selected for an interview.
The masculine is used to lighten the text, without prejudice to the feminine form.
In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for positions covered by the collective agreement or according to the personnel policies for positions covered by the personnel policies.
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, accessibilityrequest.hr [at] mcgill.ca or 514-398-3711.