Administrative Coordinator (CR1817, PED34, CL9)

Position Context:

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.

Primary 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.
• Compiles information in order to prepare grant applications, liaises with other institutions in this compilation, and coordinates their submission. Acts as a resource person concerning internal policies and procedures and those of granting agencies. Ensures information is complete and that the guidelines are followed.

Education/Experience:

DEP (Secretarial/Office Systems)
Four (4) 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 (both internal and external to McGill's Faculty of Medicine). Demonstrated excellent communication skills and an ability to transmit and receive information accurately (on the phone, in person and via email).  Strong organizational skills with ability to multi-task, prioritize and work under pressure to meet multiple deadlines in a fast-paced, dynamic environment. Proven ability to draft correspondence and to accurately proofread documents using appropriate spelling, grammar, punctuation, and formatting. 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.  Proven discretion in dealing with confidential information.  Ability to take minutes.  Ability to work in a computerized environment using specialized databases, word-processing software, spreadsheets, presentation software, web maintenance, and e-mail. English and French, spoken and written.

How to Apply:

Please submit your application, curriculum vitae and cover letter online at www.medicine.mcgill.ca/apo. Click on “APPLY NOW” for the role CR1817.

Applications must be received no later than October 3, 2013 at 5:00 PM.

McGill University is committed to equity in employment and diversity. It welcomes applications from indigenous peoples, visible minorities, ethnic minorities, persons with disabilities, women, persons of minority sexual orientations and gender identities, and others who may contribute to further diversification.