Under the direction of the immediate supervisor, oversees the day-to-day operations of a unit and make recommendations to improve unit efficiency. May organize, distribute and verify the work of a small group. Acts as the main contact for policies and procedures, resolves complex problems, instructs others. Authorizes and is signing authority for electronic forms and other documents related but not limited to employee salaries, benefits, pension, records and payroll. Provides comprehensive support to the organization of major conferences/meetings. Liaises with external organizations and government agencies. Responsible for documents and files of the unit. Maintains computerized information systems.
Duties and Responsibilities:
- Acts as resource person regarding the unit's policies and procedures. Resolves complex problems within area of responsibility. Consults relevant documentation and liaises with appropriate resource persons to obtain and provide information on diverse and complex issues.
- 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.
- Schedules special meetings, contacts participants, prepares relevant documentation 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 large and complex events such as symposia and conferences. Makes travel arrangements.
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:
Ability to work autonomously and as part of a team. Ability to demonstrate a high level of professionalism and discretion at all times. Proven experience dealing with a variety of high-profile external and internal clients and ability to build constructive and effective relationships. Proven experience with administering complex, multi-faceted agendas. Ability to prioritize multiple requests, including the ability to conduct comprehensive evaluation of issues, to determine priorities and meet deadlines. Attention to detail. Demonstrated ability to resolve problems. Excellent organizational and effective communication skills; proven ability to compose, proofread and edit correspondence and reports using appropriate spelling, grammar and punctuation. Ability to translate documentation. Proven flexibility in order to adapt to frequent changes and demands. Demonstrated ability to take minutes at meetings and assemble agendas. Experience with event planning. Knowledge of University policies and use of systems would be an asset (Banner/Minerva/DRUPAL, electronic filing practices). Proven experience to update websites. Demonstrated ability to work in MS Office (such as Word, Excel, PowerPoint, Outlook, Adobe). Fluently bilingual; English and French, spoken and written required.
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.
McGill applicants, covered by the MUNACA/PSAC Collective Agreement, must apply to a regular MUNACA position within eight (8) working days of the date of publication to maintain internal priority.
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.