Administrative Coordinator (CR0317)

McGill University - Human Resources
UNIONIZED POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT
Position Title: 
Administrative Coordinator (PED 00034, DD009J, Level 009J)
Position Summary: 
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.
Major Duties & 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.
  • Maintains personnel files and completes documentation for payment, postings, appointments, promotions, nominations, sabbatical leaves, absences, and other administrative forms. Explains procedures to follow. Ensures that deadlines are met.
  • 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.
  • Screens and sorts mail. Prepares files attaching appropriate supporting documentation and researching information as required. Responds to requests within area of responsibility. Notes required actions and ensures follow-up.
  • Schedules meetings, contacts participants and books meeting rooms. Assists with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.

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)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Must be fluently bilingual in English and French. Knowledge of academic affairs matters. Demonstrate ability to build constructive work relationships with students, academics and administrative staff, within and external to the unit. Demonstrated organizational skills and attention to detail. Experience organizing events and preparing materials to promote events. Ability to proof-read text or edit documents using appropriate spelling, grammar and punctuation. Must be client-focused and service-oriented. Strong problem solving, multitasking, prioritizing work to meet strict deadlines and diplomacy skills. Must have experience dealing with sensitive and confidential information. Demonstrated ability to work in a PC environment, word-processing, spreadsheets, databases, presentation software, Banner (FIS, SIS, HRIS), Minerva, email, web navigation and Drupal.
Reference Number: 
19-1004/CR0317
Supervisor's Title: 
Area Manager
Salary Scale: 
$23.17 - $31.97
Faculty/Unit: 
Faculty of Arts
Arts-Ferrier ASC
Position Type: 
Full-Time
Hours Per Week: 
33.75
End Date: 
Thursday, April 30, 2020
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to the Faculty of Arts at apply.arts [at] mcgill.ca

The deadline to apply for this position is October 16, 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 Arts will only contact applicants selected for an interview.