Administrative Coordinator (CR3288)

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.
  • 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.
  • 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.
  • 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.
  • Coordinates arrangements for events such as symposia and conferences. Makes travel arrangements.
  • 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 & Experience: 

DEP (Secretarial/Office Systems)

Four (4) years’ related experience

Other Qualifying Skills And/Or Abilities: 
Demonstrated ability to prioritize, multi-task and meet deadlines. Must be client-focused and service-oriented with a proven ability to deal with people at all levels. Proven ability to work autonomously and as part of a team. Ability to clearly transmit and receive information. Excellent organizational skills, and strong attention to detail. Demonstrated ability to work with Microsoft Office: word processing, spreadsheet, presentation software, Banner/Minerva, e-mail and the Internet. English, spoken and written. French, spoken.
Reference Number: 
19-1117/CR3288
Supervisor's Title: 
Human Resources Advisor
Salary Scale: 
$23.17 - $31.97
Faculty/Unit: 
Desautels Faculty Management
Position Type: 
Full-Time
Hours Per Week: 
33.75
Additional Information: 
Vacation restriction during the first three weeks of each semester.
How To Apply: 

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to Desautels Faculty of Management:

Mail

McGill University, Desautels Faculty of Management, Area Personnel Office

1001 Sherbrooke Street West (Samuel Bronfman Building), room 312/313

Montreal, Quebec

H3A 1G5

Fax

(514) 398-5116

Email

hr.mgmt [at] mcgill.ca

The deadline to apply for this position is November 19, 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, Desautels Faculty of Management will only contact applicants selected for an interview.