Administrative Coordinator (CR3069, PED34, Level 09)

Job Category: 
Temporary assignments for administrative support and technical positions

UNIONIZED POSITION COVERED BY THE MUNACA-PSAC BARGAINING UNIT

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.

Duties and 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.
  • Administers accounts for unit. Prepares budgets or budget proposals. Monitors and reconciles various accounts, statements, and reports. Identifies and analyses discrepancies and errors. Corrects errors and follows up on problems. Records expenses and provides account statements on request.
  • 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.
  • 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.
  • Uses a variety of software. Maintains computerized information systems and participates in their development to improve efficiency within the unit. Acts as a resource person concerning the use of software. Explains and demonstrates the use of software, resolves problems within area of expertise, and liaises with computer resource persons as required. Maintains and updates administrative files. Maintains filing systems and arranges for archiving.

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:

Must be customer focused and service oriented with a proven ability to communicate clearly and effectively at all levels. Proven ability to work under pressure while maintaining composure and demonstrated ability to listen and assist all clients with tact and diplomacy. Accuracy, attention to detail and a proven ability to draft correspondence and to proofread documents. Demonstrated ability to take initiative and resolve problems within area of responsibility. Proven organizational skills with a demonstrated ability to prioritize and meet multiple deadlines. Demonstrated ability to provide support for various administrative activities. Proven ability to work autonomously and as a member of a team. Discretion in dealing with confidential information. Demonstrated ability to work in a PC environment using Word, Excel, Banner (FIS), MINERVA, email and the internet.. Ability to perform website management desirable. Knowledge of university environment and unions is an asset. Ability to communicate effectively in English and French both spoken and written.

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 February 25, 2020 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.

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.

Faculty/Unit: 
Faculty of Arts
Leacock 2 ASC
Salary Range: 
$23.17 - $31.97
Hours: 
33.75
Duration: 
Six (6) months
Reporting to: 
Area Manager
Reference no.: 
CR3069