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Secretary (CP7606)

McGill University - Human Resources
POSITION COVERED BY THE M.U.N.A.C.A. BARGAINING UNIT
Position Title: 
Secretary (PED 00033, MC0008, Level 08)
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.
  • Completes and files forms related to the general administration of the unit. Verifies accuracy and completeness of information on accounting, administrative and student affairs documents and makes necessary corrections. In performing these functions, works within clearly defined procedures, providing assistance as required to those responsible for student affairs or administrative affairs.
  • 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.
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 work with people at all levels. Demonstrated organizational skills and attention to detail. Ability to multi-task and handle frequent interruptions. Proven ability to take minutes, to proofread and edit correspondence and other material. Demonstrated ability to work in a PC environment using word-processing, databases, spreadsheets, web maintenance and presentation software. Knowledge of Drupal, MMP, Banner and Minerva. French and English (spoken and written).
Reference Number: 
13-0918/CP7606
Supervisor's Title: 
Faculty Development Administrator
Salary Scale: 
$19.62 /h - $27.05 /h
Faculty/Unit: 
Faculty of Medicine, Medical Education
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
This position is totally supported by research/soft funds.
End Date: 
2014-10-14
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 CP7606.

APPLICATIONS MUST BE RECEIVED WITHIN EIGHT (8) WORKING DAYS OF THE DATE OF PUBLICATION.
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.
Updated on Fri, 2013-09-27 07:54
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